Samsung Dcs 400si Smart Operator User Guide
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Smart Operator USER GUIDE SAMSUNG DCS 400si SYSTEM January 2001 Samsung Telecommunications America, reserves the right without prior notice to revise information in this guide for any reason. Samsung Telecommunications America also reserves the right without prior notice to make changes in design or components of equipment as engineering and manufacturing may warrant. Samsung Telecommunications America disclaims all liabilities for damages arising from the erroneous interpretation or use of information presented in this guide. Software copyright 1999-2001, XpertCTI, LLC. All rights reserved.
TABLE OF CONTENTS ABOUT THIS BOOK ...............................................................................................................................1 THINGS YOU SHOULD KNOW ................................................................................................. 2-5 OUTSIDE CALLS Making an Outside Call ...........................................................................................................................................6 Answering an Outside Call ......................................................................................................................................7 Flash.........................................................................................................................................................................7 INTERCOM CALLS Calling Other Stations..............................................................................................................................................8 Answering Intercom Calls........................................................................................................................................9 Answer Modes .........................................................................................................................................................9 Busy Station Camp-on ...................................................................................................................................... 9-10 CALL PROCESSING Holding Calls ................................................................................................................................................... 11-12 Transferring Calls...................................................................................................................................................12 Transfer with Camp-On .........................................................................................................................................13 Transfer to Voice Mail ............................................................................................................................................13 Conference Calls ...................................................................................................................................................13 DIRECTORY/SPEED DIALING Speed Dialing with Directory .................................................................................................................................14 PAGING AND MESSAGING Making an Internal Page........................................................................................................................................15 Making an External Page.......................................................................................................................................15 All Page ..................................................................................................................................................................15 ADVANCED FEATURES Scheduled Announcements ....................................................................................................................16 Changing Do Not Disturb Status for other Stations..............................................................................................16 Flexible Forwarding ...............................................................................................................................................17 911 Alert .................................................................................................................................................................17 CONVENIENCE FEATURES Call Record ............................................................................................................................................................18 Mute .......................................................................................................................................................................18 Headset Operation ................................................................................................................................................18
1 ABOUT THIS BOOK Your Smart Operator is one of the most visible parts of the DCS 400si Digital Communications System. The Smart Operator provides several additional conveniences that are not available when using only a telephone keyset. These are noted throughout this guide. Please take the time to study this guide and to become familiar with the operation of your Smart Operator. Keep this guide handy. You may need to look up instructions for infrequently used features. Learning to use your Smart Operator correctly will make everyday telephone communications a breeze.
2 THINGS YOU SHOULD KNOW USER ORIENTATION The Smart Operator uses the PC keyboard to provide most of the standard features supported by the telephone keyset, while also providing several enhanced features. The PC keyboard has keys with the original labels plus the additional labels that reflect the appropriate feature on your office phone system. Depressing these keys will access or activate the many features of your office phone system. Pressing the key on the telephone instrument or PC keyboard for the desired result is acceptable, as either may be used. The computer screen will be the most valuable tool of the Smart Operator. The screen will provide the operator with information that is not available from a keyset. Each area of the screen will be discussed in this user guide. FILE MENU A pull down File Menu is available at the top left hand of the Smart Operator screen and provides the user with a list of Menu items. Selecting any one of the available options will allow the user to edit or add entries in each section. Each menu item provides clear menus for entering information. Details on each selection is available later is this User Guide. DIRECTORY
3 A complete Directory of internal extensions is located in the top half of your computer screen that includes Status indicator, Last name, First name, Extension number, Department, Mobil 1, Mobil 2, Alternate, User 1 and User 2. Double clicking the left mouse button on any one of these labels will sort the directory in alphabetical order for that particular column. Status indications are located just to the left of the names in the Directory. These indications will provide the status of all keysets on your office phone system. The status indication will light green when that station is idle, red when busy and yellow when ringing. The labeling will also change to reflect additional information that indicates Free, Ringing, DND, Unplugged, etc, EXTENSIONS WINDOW The Extensions window is available by selecting the Extensions button near the top left of your computer screen. This window can display up to 100 extensions at a time, providing the same color and text labels as the Status Column of the Directory. Buttons at the bottom of this window will indicate what extensions are assigned in your telephone system by groups of 100. These buttons will vary depending on how your phone system is configured. Clicking the left mouse button once on these buttons will display the assigned extensions in that group. The active button will appear white while displaying every extension in that range.
4 ACTIVE SCREEN While on a call, information about that call will be present in the Active Screen. The following information can be available depending on configuration. Information will vary depending on whether the call is Internal, External, Transferred or an Outgoing call. Examples are shown. The window to the left indicates that the operator is on an internal call with Extension 202. This screen will also display First and Last name when listed in the Directory. The window to the right indicates that the operator is on an answered External call on Line 701. This line is labeled as a “Local ISDN Line” in the Smart Operator. This window can show Caller-ID and the number dialed by the caller along with a name description of each. The window to the left indicates that the operator has made an outgoing call. The call is on Line 723 and is labeled as a “Local ISDN Line” in the Smart Operator. The screen shows the number dialed by the operator and a name descriptor is shown if a match is present in the Directory. The Status indicator may display several possible conditions: • Dialing - Indicates that the telephone system is dialing the number entered. • Ringing - Indicates the number dialed is ringing at the distant end. • Answered - Indicates that the call has been answered in some manner at the distant end. • Busy - Indicates the number dialed is busy. NOTE: These indications may not always be accurate, depending on the dial tone provider. This information is only available when using ISDN lines.
5 INFORMATION WINDOW The Information window is located in the lower center half of the Smart Operator Screen. This window provides miscellaneous information that will change based on the status of events. This window can provide the following information: • Station Number • Day of Week • Month, Day and Year • Time • Headset/Handset Status • Mute On/Off Status • Page Zone active, showing Station origination page • Recording Call • Transfer in progress • Conferencing CALL INDICATIONS The CALL keys are located on the lower right hand section of the Smart Operator. The CALL keys on the screen are labeled as Function keys just as they appear on the PC keyboard. • Green indicates a ringing external call • Red indicates a ringing internal call • Yellow indicates a Transfer or Hold recall • White indicates the current active call • Grey indicates not in use The CALL keys provide Trunk ID, Caller-ID Number or Name. Calls that are originated or received will appear on your CALL buttons and appear in different colors based on type and status of call. You can have up to eight CALL buttons, but at least two are required. PC KEYBOARD BUTTON LAYOUT *Standard Smart Operator keyboard*
6 OUTSIDE CALLS MAKING AN OUTSIDE CALL From the PC number keypad • On the Number keypad of the PC keyboard, dial the line access code (usually “9”) followed by the complete telephone number you wish to call. If entered incorrectly, use the backspace to edit and retype the correct number. • Press the Connect (Enter) key to place the call. • Finish the call by replacing the handset or pressing the Answer/Release (Space bar) key. From the Directory • Begin typing the person’s last name and Smart Operator will alpha search as you type the name. The up and down arrow keys on your keyboard may also be used at any time during your search. • Once the name of the person you desire is highlighted you may press the CONNECT (Enter) key or you may also double click the left mouse button on any other number listed for that name. • Finish the call by replacing the handset or pressing the Answer/Release (Space bar) key. NOTE: To perform search based on first name, double click the left mouse button on the “First Name” label and proceed with the above instructions. Your call will appear in the Active ActiveActive Active Screen as pictured to the left. Information in this screen may vary depending on how your Smart Operator is configured. NOTE: You will receive “No More Calls” tone when you attempt to make a call and there is no key available for that line.
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ANSWERING AN OUTSIDE CALL
Answering the first ringing call
• Press the Answer/Release (Space bar) key to be connected to the first ringing caller.
• The CALL key will turn white to indicate call in progress
• Finish the call by replacing the handset or pressing the Answer/Release
Answer/ReleaseAnswer/Release Answer/Release (Space bar) key.
Answering a specific ringing call with the CALL keys
• Press the specific CALL (Function) key or left mouse click the key on the
screen in order to answer the specific call.
• Finish the call by replacing the handset or pressing the Answer/Release
(Space bar) key.
While on the call, information will appear in the Active Screen as pictured
to the left. Information in this screen may vary depending on how your
Smart Operator is configured.
SENDING A FLASH
While on an outside call, press the FLASH (“/” forward slash on keyboard) key to send a flash to the telephone company.
This is required for some custom calling features or CENTREX use.
NOTE: Flash is not available on an ISDN circuit.