Switchvox Notifier 6 User Guide

Switchvox Notifier 6 is an application that integrates a Switchvox PBX with a computer running the Windows operating System and either Microsoft® Outlook 2007 or Outlook 2010.

Contents

Introduction

Downloading the Application

Configuring Network and Access Control in Switchvox

Installing the Notifier

Setting Up Notifier

Required information

Optional selections

Connection process

Successful connection

Unsuccessful connection

Setting Updates

Using the Switchvox Notifier 

Making a Call from the Dialer

Receiving Notification of an Incoming Call

Calling from Microsoft Outlook Contacts or Contact Form

Outlook Contact List

Outlook Contact Form

Calling via Switchvox SmartTags or Click-to-Dial

Introduction

Switchvox Notifier 6 enables Switchvox to work with Microsoft Outlook to do the following:

  • Notifies you on your desktop of incoming calls, identifying the caller when that information is available.
  • Allows you to enter phone numbers into a dialer window on your desktop either using your keyboard or by selecting a Microsoft Outlook contact from a dropdown that is displayed when you enter part of the contact information.
  • Allows you to dial phone numbers found in the content of Outlook email messages, journal entries, or task entries with your PBX phone (see Calling via Smart Tags).

When both Microsoft Outlook and Switchvox Notifier 6 are started (regardless of the launch order), Notifier imports all Outlook contacts that have a phone number, whether a number is a Switchvox extension or an external phone number.  The imported contacts include Business, Home, and Mobile numbers. This process may take a few minutes, depending on the number of contacts you have in Outlook and the performance of your desktop computer.

Any changes you make to Outlook contacts, such as adding or deleting contact names, phone numbers, emails, or company names are reflected in Switchvox Notifier 6 whether it is running or will be launched after the changes have been made.

Downloading the Notifier Application

Download Switchvox Notifier 6 from the Switchvox Notifier Downloads page to a location on your computer that is easy to find (e.g., your desktop).

Configuring Network and Access Control in Switchvox

Before installing the Notifier, your Switchvox Admin must configure some network and access control settings on Switchvox to enable the Notifier to integrate with Microsoft Outlook.  This involves making sure the DNS server being used resolves the jabber hostname to the Switchvox IP address.

If your office does not have its own local/private DNS server and it relies on external DNS servers, you must be sure the correct ports are open on the firewall because an external DNS server will resolve the jabber hostname to its WAN IP and not its LAN IP of the PBX.  Notifier uses standard HTTP (80) and HTTPs (443). In addition, if the Switchboard is loaded from Notifier, the Switchboard ports also must be open (e.g, TCP 5222, 5269, and 843).

From the /admin tool set, use the following steps to do the configuration:

  • Go to Server>Networking>IP Configuration to display the IP Configuration page.
  • Click the Advanced Options arrow.
  • In the Jabber Hostname field, enter a hostname that the DNS server resolves to the Switchvox  IP address.
  • When finished, click the Save IP Configuration button. 
  • Then go to Server>Networking>Access Control to display the Access Control Rules page.
  • For each network that will be using the Notifier, click its Modify icon, then under Allowed Services, set YES for XMPP Server (Jabber) and XMPP Client (Jabber).

When finished, click the Save Rule button.

Installing the Notifier

Double-click the installer icon to begin the installation process. From a series of windows you are prompted for the following actions:

  • Click Run to continue.
  • Click Next> to continue.
  • Read the License agreement, and click Accept to begin installation. Installation may take a few minutes.
  • After installation is successful, click Finish.

Note: If you leave the Launch Switchvox Notifier box checked, the Notifier will launch automatically. Otherwise, you will need to launch the Notifier by hand, finding its icon in your Start Programs menu in the Digium folder.

IMPORTANT: Switchvox Notifier requires UAC approval, so you must allow Switchvox Notifier to run with elevated permissions.

Setting Up the Notifier

When the Switchvox Notifier is launching, it displays a red Switchvox Notifier icon in the notification area of your desktop. After Notifier has connected, this icon turns blue. Anytime that the Switchvox Notifier is disconnected from the PBX, or when it is attempting a connection, this icon is red.

 

The blue Switchvox Notifier icon has these functions:

  • Left click opens the Switchvox Notifier Dialer  (see Placing a Phone Call).
  • Double left click opens the Switchvox PBX.
  • Right click displays the Switchvox Notifier menu as follows:

REPLACE BUTTONMENU

  • Dial opens the Switchvox Dialer (see Placing a Phone Call).
  • Call Log, via a pull-out, lists log of calls, including extension, extension owner, and date. Red arrow means xxx; Green arrow means xxx.
  • Voicemail (0/0), via a pull-out, lists the voicemails left, including extension/phone number, owner, date, and length of voicemail.
  • My Status, via a pulll-out, lists all available statuses.
  • Settings opens the Notifier Settings window so you can change your Notifier options.
  • Switchboard opens the Switchvox Switchboard.
  • Exit closes the Notifier.

Configuring the Notifier (Settings)

Right click the blue icon and select Settings from the displayed menu. This displays the Settings window, which lets you configure Switchvox Notifier for use with your Switchvox PBX.

Enter the required information and make any optional selections.

REPLACE NOTIFIERSETTING

Required information

  • PBX Jabber Hostname. Enter the Jabber Hostname of your Switchvox PBX.
  • Extension. Enter your Switchvox extension number.
  • Password.  Enter your Switchvox password. This is the same password you use to log into the Switchvox Tool Suite and to pick up your voicemail.

NOTE: Ask your Switchvox administrator if you do not have any of this information.

Optional selections

  • Remember password. Select this box if you want Switchvox Notifier to remember the password between Notifier sessions and after upgrades.
  • Launch Notifier on Windows startup. Select this box if you want Switchvox Notifer to launch whenever the Windows operating system starts/restarts. NOTE: You must also select Remember Password for the Notifier to automatically connect to the Switchvox PBX.
  • Launch Outlook for contacts synchronization. Select this box so Outlook will launch when Switchvox Notifier starts.  This is useful if you want to use your Outlook contacts with Notifier.
  • Launch Switchboard on PBX login. Select this box if you want Switchvox Switchboard to be launched when you login to the PBX.

Connection process

When connecting, Switchvox Notifier displays the progress in the installation window. The following messages are possible:

Connected and Logged-In. XXXXX

  • If you wish to change any of the information or options you on the Settings tab, right click the blue Notifier icon and select Settings from the displayed menu.
  • Make the changes in the appropriate fields.
  • Click Connect to connect/re-connect to your Switchvox PBX.

Unable to connect to PBX Server. Invalid user credentials.

The extension number and/or password you entered are incorrect. Re-enter and attempt to connect again.

Unable to connect to PBX Server. Possible network problem or PBX server is down.

You entered an incorrect Jabber Hostname, or there is no network connection, or the Jabber Server is down.

IMPORTANT:  The Jabber Hostname of your Switchvox PBX may be different than the hostname you normally use to access the Switchvox User Suite in a Web browser.  A valid (manual) DNS entry for the Jabber Hostname may be required in your environment.  For Active Directory environments, the Jabber Hostname for the PBX is not automatically added to DNS. Check with your system administrator for assistance. 

Setting Updates

You can set up Switchvox Notifier 6 to check periodically for updates from the Settings Updates tab.

The following are Update options:

  • Do not automatically check for updates. Select this button to not check.
  • Automatically check for updates.  Select to automatically check. Enter the desired frequency in the box, and the program indicates when the next schedule check will be.
  • Always check for updates when Notifier starts. Check this box if you want to check for updates whenever the application starts up.
  • Check for Updates Now. Click this box to immediately check for updates.

Using the Switchvox Notifier

When you receive an incoming call, or successfully connect an outgoing call, the Switchvox Notifier Call Panel is displayed in the bottom right corner of your computer. This panel does the following:

  • Allows you to make a call from your desktop using the Dialer.
  • Allows you to receive notification of an incoming call, which displays the caller ID and your call history with that phone number.
  • Integrates with Outlook so you can see any Outlook activities associated with your caller, or you can create a contact, a task, a meeting, or an email message for your caller.

Making a Call from the Dialer

To use the Dialer to make a call do the following:

  • Left click the blue Switchvox Notifier icon in the notification area of your desktop, selecting Dial. This displays the Switchvox Dialer in the right bottom corner of your screen.

  • Enter from the keyboard any number you want to call. This can be a Switchvox extension, or an external phone number.
  • Click the green phone button to dial the number. The dialer accepts numbers in any format, but will translate it to a single unspaced string. For example, all of the following numbers translate to 18001234567:
    • 1 (800) 123-4567
    • 1 800 123 4567
    • 1 (800) 123 4567
    • 1-800-123-4567
  • If the notifier has already imported your Outlook contacts, when you start entering a phone number or name in the dialer it displays a dropdown box that includes Outlook contacts that match the information:

Switchvox then calls your phone, and when you pick up, it calls the phone number. When the call connects, the Notifier Call Panel opens in the bottom right portion of your computer monitor.

  • Click a contact in the list to have Switchvox call your phone, and when you pick up, it calls the phone number. When the call connects, the Notifier Call Panel opens in the bottom right portion of your desktop.

Receiving Notification of an Incoming Call

When you receive a phone call on your Switchvox phone, the Switchvox Notifier displays the incoming caller's name and number on the call panel displayed in the bottom right portion of your desktop.  The following is a sample:

The Notifier tries to match the phone number to an identical phone number in your Outlook contacts. If found, it displays the caller’s information (picture, name, number, and email address if available). If the name of the caller is not in your Outlook contacts even when the number matches, the caller's name will be designated as Unknown. 

When you are notified of an incoming call, you can do one of the following:

  • Answer the call by picking picking up your Switchvox phone.
  • Ignore the call by clicking Ignore.
  • Send the call to your Voice Mail by clicking Send to VM.
  • Passively ignore the call by clicking on the close button . This closes the panel; however, the call will continue to ring on your Switchvox phone.

If the number of an incoming call cannot be found in your Outlook contacts,  you can add the caller to your Outlook contacts by clicking the Add to Outlook Contacts button. When clicked, this button opens a new contact form in Outlook.

In the case of multiple incoming calls, the call notification panels will be stacked with the most recent call on top. If the Dialer is open and extended with a list of matching Outlook contacts, the incoming calls are stacked.

Calling from Microsoft Outlook Contacts or Contact Form

When both Microsoft Outlook and Switchvox Notifier are started (regardless of the launch order), Switchvox Notifier imports all Outlook contacts that have a phone number, whether a number is a Switchvox extension or an external phone number. The imported contacts will include Business, Home, and Mobile numbers. This process takes a few minutes, depending on the number of contacts present in Outlook and the performance of your desktop.

You can place a call from your Switchvox phone from either the Outlook contact list or a contact detail page.

Outlook Contact List

Right click on any Outlook contact and click the Call via Switchvox option from the dropdown menu. If the contact has phone numbers, this displays a menu for the kind of numbers he/she has: Business, Home, or Mobile phone. Click the number you wish to call. If there are no numbers, the Call via Switchvox option is not available.

Any changes to Outlook contacts, such as contact name, phone numbers, email, or company name will be reflected in the Notifier whether it is running or will be launched after the changes in Outlook contacts had been made. It includes addition of new contacts or deletion of existing contacts.

Outlook Contact Form

Open Outlook Contact window by double-clicking the item in Outlook Contacts folder.

To place a call, click on the Call via Switchvox button on the toolbar and select an item from the menu that represents Business, Home, or Mobile number.

Calling via Switchvox SmartTags or Click-to-Dial

The Switchvox smart tag option allows you to call tagged numbers  via your Switchvox PBX. When enabled, Switchvox SmartTags recognize phone numbers in the content of email messages, journal entries, or task entries. Note: You must enable SmartTags; they are not available by default.

Do the following to enable SmartTags in Microsoft Outlook 2007:

  1. Select Tools > Options...
  2. Select the Spelling tab
  3. Click Spelling and AutoCorrection...
  4. Click AutoCorrect Options...
  5. Select the Smart Tags tab
  6. Check the box Label text with smart tags
  7. Check the box Switchvox Call (Switchvox SmartTag 6)
  8. Check the box Telephone Number (Smart tag lists) if that box is available
  9. Click OK

In Microsoft Office 2007 SmartTags are underlined with the dash line. Mouse over a text phone number to display the Smart Tag Actions icon you can select from the dropdown menu Switchvox Call menu item. Then select Call via Switchvox to place a call. Switchvox rings your extension, and after you pick up the call, it rings the phone number you selected just as if you had dialed your phone.

In Microsoft Outlook 2010 the support for SmartTags still exists but the recognized phone numbers are not underlined anymore in the body of the content. To place a call via Switchvox:

  1. Select the phone number
  2. Right-click on it and select Additional Action on the popup menu
  3. Select Switchvox Call: 800-888-1111 on the submenu
  4. Click on Call via Switchvox PBX submenu item

For other versions of the Microsoft Office programs, check your software documentation.

Note: You can use Smart Tags, even if the Notifier is not running.

Need Assistance?