zultys advanced communicator zac 2.0 user manual · 2018. 1. 2. · zac/outlook, as well the...

Z u l t y s , I n c . 7 8 5 L u c e r n e S u n n y v a l e , C a l i f o r n i a , U S A 9 4 0 8 5 w w w . z u l t y s . c o m

Author: Zultys Technical Support Department

December 16

Zultys Advanced Communicator – ZAC 2.0 User Manual

Technical Publications

Zultys Advanced Communicator User Manual Dec. 22, 16 © 2016 Zultys, Inc. No reproduction or distribution without permission

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No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Zultys, Inc. Under the law, “reproducing” includes translating the document’s content into another language or format.

Information in this document is subject to change without notice. Every effort has been made to ensure that the information in this document is accurate. Zultys, Inc. is not responsible for printing or clerical errors. Any troubleshooting suggestions or suggestions for resolving common issues included in this document are recommendations made by Zultys Technical Support team and are not guaranteed to resolve every issue the

reader may encounter.


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1 Contents

2 ZULTYS ADVANCED COMMUNICATOR 2.0 ............................................................ 5

2.1 DESCRIPTION ...................................................................................................... 5

2.2 PC REQUIREMENTS ............................................................................................... 5

2.3 MAC REQUIREMENTS ............................................................................................ 5

2.4 OTHER REQUIREMENTS .......................................................................................... 5

2.5 NEW FEATURES .................................................................................................... 5

2.6 INSTALLATION ..................................................................................................... 6

2.6.1 PC ..................................................................................................................... 6

2.6.2 MAC ................................................................................................................. 9

3 OPERATION .......................................................................................................10

3.1.1 LOGIN SCREEN .................................................................................................... 10

3.1.2 MAIN SCREEN ..................................................................................................... 11

3.1.3 NOTIFICATIONS .................................................................................................. 12

3.1.4 TASKBAR OPTIONS: ............................................................................................. 12

3.1.5 OPTION MENU .................................................................................................... 13

3.1.6 PRESENCE INDICATOR/SELECTOR ............................................................................ 21

3.1.7 BUDDIES SCREEN ................................................................................................. 21

3.1.8 RECENT ACTIVITIES SCREEN ................................................................................... 25

3.1.9 DIAL SCREEN ...................................................................................................... 26

3.1.10 VOICEMAIL SCREEN ............................................................................................ 29

3.1.11 CONTACTS SCREEN ........................................................................................... 33

3.1.12 PARKED CALLS SCREEN ....................................................................................... 34

3.1.13 TEAM MESSAGING - CHAT GROUPS ....................................................................... 35

3.1.14 FAX ............................................................................................................... 41

3.1.15 CONFERENCE ................................................................................................... 46

3.2 DIGITAL SECURITY CERTIFICATES .............................................................................51

3.3 GENERATING A SECURITY KEY .................................................................................51

3.4 GENERATE AND INSTALL A SELF-SIGNED CERTIFICATE ...................................................53

3.5 GENERATE A REQUEST FOR A CERTIFICATE FROM A CERTIFICATE AUTHORITY .......................58

3.6 INSTALL A CERTIFICATE FROM A CERTIFICATE AUTHORITY ..............................................60

3.6.1 UPLOAD | CERTIFICATE ........................................................................................ 60


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3.6.2 UPLOAD -> CERTIFICATE CHAIN ............................................................................ 61


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2 Zultys Advanced Communicator 2.0

2.1 Description

Zultys Advanced Communicator is a Unified Communications client software

that provides a powerful, easy to use interface to access the capabilities of the

MX system.

2.2 PC Requirements

Version –Windows 7 (32-bit or 64-bit), Windows 8 (32-bit or 64-bit),

Windows 10 (32-bit or 64-bit)

RAM – 256 MB standard

Processor – 1 GHz minimum

Hard Drive Space – 100 MB

2.3 MAC Requirements

Version – OS X v10.6 “Snow Leopard” or higher (64-bit only)

RAM – 1GB

Processor – 1GHz Intel Core 2 Duo (64-bit)

Hard Drive Space – 150 MB

2.4 Other Requirements

MX software version 12.0.4 (or greater)

Security certificate installed on the MX (Section 3.2 )

MXIE license for each user

2.5 New Features

Zultys Advanced Communicator 2.0 introduces support for the following

features:

On demand Call Recording

MXconference and Mxmeeting integration

Fax support

Microsoft Outlook contact integration (32 and 64 bit)

Microsoft Office Unified Communications


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2.6 Installation

2.6.1 PC

Double click the download ZAC installation file. The installation process will

begin.

Note: There are two installation files you can download. One is for 32 bit

Windows operating systems and the other is for 64 bit Windows operating

systems. Please make sure you download and install the correct version for

your operating system.


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Click the Next button to continue

It is recommended to leave the default installation settings.

Click the Install button


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Click the Finish button to completer the installation.


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2.6.2 MAC

Open the DMG file that was downloaded.

Drag the program icon into the Applications folder

You may then open ZAC from the Applications folder.

Note: This process does NOT create an Alias in the Macintosh Doc at the

bottom of the screen. The user will need to do that themselves.


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3 Operation

3.1.1 Login Screen

When you first start the program, the login screen will appear. You will need to

enter your login information in order to login to the program.

Enter your user name

Enter your PIN

Enter the MX system address/domain name


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You may also select Remember password to avoid re-typing each time.

You may also utilize your Windows credentials (LDAP) to login. In this case

check this box and login with your Windows credentials.

Click Login to proceed

3.1.2 Main Screen

Once you have logged in, the main screen will appear.

Option

Menu

Presence

Menu

Action

menu

(context

sensitive)

Working

area

(context

sensitive)

Working

area

selection

menu

Bind

selection

and status


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3.1.3 Notifications

The notification function indicates new/current/missed activity in the specific

areas of the program. This provides an indication to the user that the area has

had activity.

If a specific area has activity, a notification will be presented indicating the total

amount of activity for that area. Clicking on that area will reset the activity

notification.

Activity notifications apply to the following areas in the program:

Recents

Dial

Voicemail

Groups

Park

Fax

Conference

3.1.4 Taskbar Options:

A user may access certain features of the program directly from the system tray

or taskbar. Features that can be accessed from the system tray or taskbar are:

Presence state

Presence note

Log out

Open

Exit


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To access this menu, right click on the ZAC icon in the system tray or on the

taskbar:

3.1.5 Option Menu

Click the option menu icon to access the menu.

This menu contains the About screen, Setup screen, Log off function, and the

Exit function.


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About – Displays the version number of the program

Setup – Provides access to programmable areas that users can customize.

Application:

Stay in system tray – This option determines if the program logs

the user off and closes if the X in the menu bar is pressed. If the

option is enabled, the user/program remain and the program


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minimizes to the system tray. If the option is disable, the pressing

the X will exit the program.

Stay on Top – This setting allows the program to remain on the

screen and in focus.

Launch at System Start – This setting will start the program anytime

the computer starts.

Auto Login on Application Start – This will perform an automatic

login when the program is started.

Microsoft Unified Communications – This enables/disables the MS

Unified Communications feature for the sharing of information with

Microsoft Outlook 2010+ versions. Presence, messaging between

ZAC/Outlook, as well the ability to initiate a call from Outlook are

supported with this feature.

Microsoft Outlook Contacts - Microsoft Outlook Contact records

are available in the ZAC Contacts area. A new address book

'Outlook' is displayed on the top level of ZAC Contacts window. All

Contact information (contact name, company name, business,

mobile, and home phone numbers) is available for placing and

receiving calls from within ZAC. The Caller ID number of incoming

calls is checked against the Outlook contacts with a match resulting

in screen pop showing customer name, phone number and

company name. Both 32 and 64 bit Outlook 2010+ versions are

supported.

Audio devices – This area allows the selection of the audio devices

on the PC that can be used for program audible notifications of

various events.


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Alerts:

Sound Alerts – Allows you to select which actions can have an

audible alert associated with them.

Popup Alerts – This allows the selection of actions associated with

popup events. The duration and location of such events can be

programmed here.

Call Handling:


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This area allows you to setup individual call handling rules to control how

calls are handled under different conditions. Rules can be created, edited,

or deleted in this area. Call handling rules manage incoming calls that

you do not answer

To add a new rule, click the icon at the bottom of the Rules area.

To delete an existing rule, highlight the rule and click the icon at the

bottom of the Rules area.

After creating a new rule or to edit a rule (double click the rule), the call

rule editor window will appear.

Events – Allows you to select which events can trigger the rule. On the

Phone, No answer, or any incoming call.


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Conditions – Allows you to select specific conditions with the event that

will trigger the rule. My presence, call from, date range, time of day, days

of week, or holidays are available.

Action – Allows you to select what action will be performed by the rule

based on the selected events and conditions programmed. Forward to,

forward to VM, find me, or reject the call area available actions.

Voicemail Notifications:

This area allows you to setup individual voice mail notification rules to

control how voice mail notifications are handled under different

conditions. Rules can be created, edited, or deleted in this area.

To add a new rule, click the icon at the bottom of the Rules area.

To delete an existing rule, highlight the rule and click the icon at the

bottom of the Rules area.


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After creating a new rule or to edit a rule (double click the rule), the

notification rule editor window will appear.

Notify me – Allows you to select when notification occurs, with each new

message or at a specified interval.

Conditions – Allows you to select specific conditions with the notification

that will trigger the rule. Media type, class, from, older than, time of day,

and days of week are available.

Softphone:


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This area allows you to setup the parameters associated with the internal

softphone provided by the program. The softphone allows you to utilize

your PC audio to handle calls without requiring a desk phone.

Preferred Codec – Allows you to select which audio codec type to utilize.

Please consult with your administrator for proper setup.

Auto answer calls – Allows you to select if calls are automatically

answered when they ring your phone. Call types that can be selected are

internal/external or both.

SIP Registration – Defines the SIP registration information, ports, PIN, and

transport type. Please consult with your administrator for proper setup.

NOTE! You must enter your PIN information in this screen and save it in

order to utilize the Softphone in ZAC.

Audio devices – This area allows the selection of the audio devices the

softphone uses for receive audio, ringtone, and transmit audio.

Log off:

This will log you out of the program but keep the program open. You

must login again to utilize the program.

Exit:

This will close the program and log you off of the system.


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3.1.6 Presence Indicator/selector

You may select the arrow to drop down the presence menu and select your

desired presence status from the list. Below the selection is an area to include a

note that will be seen in addition to your presence state.

3.1.7 Buddies Screen

This is the screen where the contacts you designate as buddies and buddy

groups are located.


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You may click on a buddy to display the options that are available (some

options may not be available based on what contact information the user has

entered):

Start a message session

Call the user

Call the user on their mobile phone

In addition, the following actions are available:

Designate/undesignated the contact as a buddy

Display the recent activity history of the buddy

You may access options for each buddy when you are in the recent history

screen.

Click the icon to view the options available.


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If you display the history, select the to return to the previous screen.

To create a new Buddy contact:

Click the icon. The Create new contact screen will appear:

Enter the desired information for the new contact.

Press the Done button when finished.


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The newly created contact will be in the My Contacts area of the Buddy screen:

To edit or delete the contact, select the edit or delete option at the bottom of

the contact.


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3.1.8 Recent Activities Screen

The recent activities screen displays a list of the most recent activity you have

had.

You may filter the activity by all (calls and messages), just calls, or just

messages


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Selecting a contact will display the options available for the contact, call, IM,

mobile.

The history for that contact is also available by clicking

If there is activity, a notification will appear in the working area selection menu

for Recent Activities. The notification will indicate the total number of activities:

3.1.9 Dial Screen

This is the screen in which you make and receive calls as well as manage active

calls.

Incoming calls:

If you have popups enabled, a popup with call information and the ability to

answer/decline will be presented on your screen. You may choose the screen

location of where the popup should display.

Dial screen, ready to enter phone

number

Active call session

Note: The Mute and Keypad options

are only available when you are

bound to the internal Softphone. If

you are bound to a desk phone, you

can utilize the mute/keypad of the

desk phone.


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During a call, several options are available:

Record the call:

Press the Record icon in the session window to record the call.

Create a Conference:

Press the icon and select the Conference option

An MXconference will be created. The conference ID will be displayed in the Dial

window and as a banner in the session window.

Once the conference is created, you may use the drop down to add participants

to the conference.


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3.1.10 Voicemail Screen

This screen is where your voicemail, call recordings, as well as mailbox settings

are accessed/managed.

You may choose to view your inbox, recordings, or your deleted box. A list of

the voice messages/recordings will be displayed in each based on your

selection.

If you have set a popup Voice Mail alert in Setup, you will receive a popup

notification when new voicemails are received:

When you click on a message the options for the message will be presented:


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Add comment – Allows you to type a comment to be associated with the

voice message. This comment will follow the voice message if you choose

to forward the message.

Play/replay/Pause – Allows you to listen/pause the message. You may

also click on the sound bar to jump to any point of the message.

Delete – Deletes the message from the current box. If you are deleting

from the delete box, you will be asked for a confirmation.

Call – This allows you to place a callback to the party that left the

message.

Forward – This allows you to forward the message to another mailbox

user. You may optionally record a pre-amble message to the forwarded

message.

Mark as unread – This allows to store the message in a unread/new state.

Reply – This allows you to reply to another mailbox user that left you the

message.

Play via Bound – This allows you to listen to the message on your desktop

phone instead of your PC if you desire.

When you click on the Recordings screen, a list of your recordings will be

presented:


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Clicking on the recording will display the options

Add comment – Allows you to type a comment to be associated with the

call recording. This comment will follow the call recording if you choose

to forward the recording.

Play/replay/Pause – Allows you to listen/pause the recording. You may

also click on the sound bar to jump to any point of the recording.

Delete – Deletes the recording from the current box. If you are deleting

from the delete box, you will be asked for a confirmation.

Call – This allows you to place a call back to the phone number

associated with the recording.

Forward – This allows you to forward the recording to another mailbox

user. You may optionally record a pre-amble message to the forwarded

recording.


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Reply – This allows you to reply to another mailbox user that left you the

message.

Play via Bound – This allows you to listen to the recording on your

desktop phone instead of your PC if you desire.

Voicemail Settings screen:

This screen is where you manage your greetings, name, and auto attendant

greeting.

Recorded name – This allows you to import, record, or delete a user name

that is associated with your mailbox.

Greetings – This allows you to import, record, or delete a greeting that is

associated with your mailbox. You may have up to 7 unique greetings

associated with your mailbox. To make a greeting active, click the

checkbox next to the desired greeting.


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Auto Attendant Greeting – This allows you to import, record, or delete an

auto attendant greeting that is associated with your mailbox.

3.1.11 Contacts Screen

This is the screen where the contacts in the MX system directory are located. If

you are part of a multi-location configuration, you may view contacts of other

MX systems that are part of your multi-location configuration.

If you enable Microsoft Outlook Contacts in Setup, your Outlook contacts will

also appear in this screen.

You can filter the contacts by locations by clicking the icon. Select the

desired locations you want to display. All the contacts from that location will be

added to your contact list.

To add a contact as a buddy, click the star icon on the desired contact:

. The icon will change to :

Selecting a contact will display the options available for the contact, call, IM,

mobile.


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The history for the contact is also available by clicking

3.1.12 Parked Calls Screen

This is the screen where parked calls can be managed.

When a call is parked the Park area will indicate the number of calls that the

user has placed in park.

The Parked calls area will display:

ID – The park slot ID

Parked by – The user who parked the call

Caller – The caller/caller ID that was parked

Time – The amount of time the call has been in park.

The call may be retrieved by clicking the icon.


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3.1.13 Team Messaging - Chat Groups

This is the screen where the Team Messaging (Chat Group) function is accessed

and managed. Team Messaging allow users to have group chat conversations

similar to a conference call. Group members will receive notifications and can

respond to any chats that come to the group. Any member of the group can

send a message and all other members in the group will receive the message.

You may filter Chat Groups by My, Public, Private

Public groups allow any user to join the group without requiring approval.

Private groups require the owner of the group to add members to the private

group.

To create a new group:

Click the icon and select create group

Name the group and select the users you want to be part of the group.

Each time you click a user, they will appear in the Members area at the

top of the screen. You may delete a member by clicking the X next to

their name.


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Select if the group is to be a Private group. If this is not selected, the

group will be a public group for all users to view/join.

Click Create Group.

To edit a group:

Open the desired Chat group by clicking the icon.

Click the icon next to the group name.

Select the desired option you wish to perform on the group.


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Rename – Allows you to rename the group

Change Owner – You may transfer the ownership of groups you created

to other users

Make Private – If the group is public, selecting this will make the group a

private type.

Edit Members – This allows the user to remove existing members or add

new members to the group.

Delete Group – This allows the user to delete the group completely. In

order to delete a group you must be the owner of that group.

Leave Group – This allows the user to remove themselves from a group

they are currently a member of.

Mute Notifications- This allows the user to mute popups and missed

activity indications in the navigation panel. This can be useful when

group activity is such that a large amount of messages are being

exchanged.


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To view or converse the group chat:

Open the desired Chat group by clicking the icon.

You will see the most recent message threads. Type your text in the text

box and press to send or press [ENTER].


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To view Public Groups:

Click the Public heading.

You will see Public groups you are a part of.

Click the icon and select Join Group

A list of all Public Groups is presented:


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Click the desired group and select Join Group. You are now a member of

this public group.


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3.1.14 Fax

This area is where a user manages their faxes. Both sent and received faxes are

included in the area.

The user may filter based on incoming, sent, or deleted faxes.


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To create a new fax and send:

Click the create icon

Enter the destination in the To: entry. You may start to type a name or enter a

fax number.

Enter the document name or click the Browse Files icon to select a file.


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Select the desired paper size:

A4

Letter

Legal

Select the desired rotation:

No

90 clockwise

90 counter-clockwise

Select if the fit option will be used.

You have the option to schedule when the fax will be sent or you may send it

immediately.

Select the Schedule option to schedule a fax.

Click the calendar icon and select the desired date to send the fax.

Highlight the time and enter the desired time to send the fax.

Click the schedule button.


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Once the fax is scheduled, it will appear in the Sent area with a clock icon for

identification:

Clicking on the scheduled fax will allow you to preview or delete the fax:

If you cancel the scheduled fax, you will receive a notification:

Click the delete icon again to remove the fax. The fax will move to the Deleted

area.


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3.1.15 Conference

This area allows the user to configure and manage MXconference and

Mxmeeting conferences. The user may create, modify or delete

conferences in this area. When the Conference area is selected, the user

will see the options as well a list of existing conferences that have been

created.


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Create a new conference:

Click the Create new button. The Create new conference screen will

appear:

The conference ID is automatically generated by the MX system.

Enter the desired name for the conference. You must enter a name.

Select the conference Type:

Once

Ongoing

Select the desired Date of the conference.

Select the desired Time of the conference.

Select the Duration of the conference.


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Select if Web Collaboration (MXmeeting) will be utilized and if yes, the

type of collaboration:

Interactive

Seminar

Select if the conference should end when the host leaves.

You may save the conference without sending invitations. Simply click the

Save button.

You may send out e-mail invites with the conference information in the

body of the e-mail. To do this, click the Save and Invite button.

You may enter the desired e-mail addresses to send the conference call

information to.


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Start a conference:

Click the start icon to begin the conference. The conference will start

and the parties will appear as they join the conference:

When you are in the conference you may mute any/multiple participants

by clicking on the mute icon: (Click again to unmute the participant)


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Edit a conference:

Click the edit icon to edit the conference. The Edit Conference screen

will appear. Make the desired changes and save the conference.

Invite:

Click the invite icon to invite parties to the conference. The e-mail

screen will be launched and you may enter the desired parties e-mail

address.

Delete a conference:

Select the delete icon . The conference will be deleted. Note there is

no delete confirmation for this action.

Note: If you have Microsoft Contacts enabled, creating, modifying, or

deleting a conference will be reflected in your Outlook calendar:


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3.2 Digital Security Certificates

Zultys Advanced Communicator utilizes a Transport Layer Security (TLS) secure

connection to the MX. A digital security certificate is required to enable a

connection to the MX. A security certificate is a digital document assuring users

that their transmission is encrypted, secure and connected to the right server.

If that certificate has been signed and approved by an independent certification

authority (CA) then the Zultys Advanced Communicator software accepts the

two endpoints as legitimate and proceeds with the connection.

Alternatively, the digital security certificate can be self-signed by the company

and not validated by a third-party certification authority. In essence, a self-

signed certificate conveys the message, "You can trust me", but forces the user

to acknowledge and accept that trust whenever connecting to the phone

system.

Of the two types of certificates, the third-party certificate from a certificate

authority is preferred.

3.3 Generating a Security Key

Generating a security Key is a precursor to generating any one of the certificate

types.


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1. Go to Maintenance | Security Certificate Management.

2. Click on Generate, and select Security Key from the dropdown list.


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3. Click OK to the following popup message.

4. Verify Security Key is successfully installed.

Once the Key is generated, the screen will update to reflect this

information.

3.4 Generate and Install a Self-Signed Certificate



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2. Generate Certificate.

3. Click on Generate, and select Self-Signed Certificate from the

dropdown list.


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4. Fill in the necessary information.

5. Click Generate Certificate.

6. Click OK to the warning popup up message.


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7. Click OK to the confirmation popup message.

8. Click Close.


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3.5 Generate a Request for a Certificate from a Certificate Authority


2. Generate a Certificate Request.

3. Fill in the necessary information.


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4. Click on Generate Request.

5. Click ok to the warning popup.


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6. Save the generated Certificate Request.

7. Purchase a certificate from a Certificate Authority online. When

requested, upload the above CSR file.

8. The certificate authority will issue a certificate based on the request file

provided.

3.6 Install a Certificate from a Certificate Authority

Go to Maintenance | Security Certificate Management.

3.6.1 Upload | Certificate

1. Navigate to certificate file location and select the file.

2. Certificate will be displayed. Check that the data shown is correct.


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3. If required, upload a certificate chain

3.6.2 Upload -> Certificate Chain

1. Navigate to certificate file location and select the file.

zultys advanced communicator zac 2.0 user manual · 2018. 1. 2. · zac/outlook, as well the...

Documents