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PhoneWare PhoneBook Manager Getting Started Guide

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

PhoneWare Phonebook Manager Getting Started Guide

What is Phonebook Manager ? The basics
Register a Phonebook Phonebook Browser Buttons Phonebook Browser Tabs Populate an empty database Group Organiser Enter a message Find & Find/Replace Mechanisms Entering a message Customise the field headings Yes/No Fields Change the Layout Advanced Features

Installation Troubleshooting Support Version Control

What is Phonebook Manager for?

The Phonebook Manager is designed to allow the user to make updates to the details relating entries in the PhoneWare Directory. Any changes made may also be copied over to the Sigma and Sigma2 systems (if in use) for the purposes of call logging. The Main Window allows you to select the Phonebook to be Edited or Registered.

The Phonebook Browser (see page 3) should be used when you wish to make amendments to existing directory information or you wish to add new details into the system. Having loaded the Phonebook required the Phonebook Browser will be displayed.
PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

The Basics:
Register a Phonebook In order to register a Phonebook, click on the 'Register' button. The window shown below will be displayed (The displayed phonebooks may not exist in your computer as they are part of the example) :

To register a phonebook, click on 'Add'. The window below will be displayed :

If you want to register a local phonebook (stored on your hard disk in most cases) then select the Phonebook Type as 'Jet (.PB)'. Enter the filename including the full path, or browse to find the file. If the phonebook resides on the SQL Server (it will have the database name of 'bts_dir'), then select the Phonebook Type as 'SQL Server'. The Data Source Name (as set up in the ODBC Administrator) and Database Name ('bts_dir') must be supplied The existing registration details of a phonebook can be edited by clicking on the 'Setup' button. A phonebook can be 'unregistered' by clicking on the 'Remove' button.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

4 Phonebook Browser Buttons

Phonebook Browser: Tabs, Search, Grid elements

Directory Tab: Allows you to create new directory entries and amend the existing ones. Groups Tab: Allows you to create new Groups and amend existing ones. Groups could represent departments, sections, divisions within the company. Sites Tab: The Sites Tab allows you to update the details corresponding to the specific locations or sites that the directory information relates to. Access Codes Tab: For the optional Call by Name facility the Access Code Tab will allow maintenance of the access digits between the various PABXs. When a call is initiated from one location to an extension at another location, the system will use the relevant access codes to reach the destination required. Mappings Tab: The Mappings Tab will allow you to tailor the headings and titles used in the Phonebook Manager and the PhoneWare Directory to be relevant to your own organisation. Site Groups Tab: The Site Groups Tab controls the allocation of sites to PhoneWare servers. If you only have 1 PhoneWare server you may only need 1 site group, but multiple site groups would be needed if you had several PhoneWare servers. Extensions Tab: The Extensions Tab maintains a record of Extension Numbers and their Descriptions. These bits of data are independent of the directory currently in use, allowing multiple Directory entries to refer to a single extension. It provides an interface to Sigma calllogging system.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

Voice Division Tab: This tab is only displayed if you are using a PhoneWare Cordless Directory or Philips VM 300 system. For more details on its use please refer to the Installation and Support Guide for PhoneBook Manager

To populate an empty database:

1. Create a Site Group: A Site Group controls the allocation of sites to PhoneWare Servers. If you have only one PhoneWare Server you may need only 1 Site Group, but multiple Groups would be needed if you have more than one PhoneWare Servers. Editing of an existing site group is restricted to the Server Replica ID and the Site Group Description. . Mandatory Fields: Site Group Code Directory Entry number Server Replica ID Site Group Description 2. Create a Site: Specific locations or sites within the corporation e.g. London Headquarters, Enfield Factory When editing an existing site, three parameters can be edited: 1. The Site Group consists of 1 or more sites that are grouped around a common SQL Server 2. The Site Name must be supplied 3. The Location Code is optional. Mandatory Fields: Extension Site Site Group Code Site Name 3. Create Groups (1 and 2): Groups represent departments, sections, divisions e.g. Accounting dept., Service centre, Sales For non-Sigma users, there are 5 additional hierarchical fields that can be defined to give a further breakdown and more information for directory searching. For example, one of the hierarchy fields could be used to hold details of cost centres, another defining status of individual within organisation, e.g.: Chairman, Director, Manager, Staff etc. These fields allow a more flexible company structure to be accommodated than with Groups 1-3. Hierarchy 1 is the highest level department. Group Organiser allows the user to reorganise the way the groups and hierarchies are structured, and to move directory or extension entries from one group to another. There are 3 groups (they are Groups 1, 2 & 3) and 5 hierarchies (1, 2, 3, 4 & 5) defined in PhoneWare. A drop-down list is provided to allow the user to select which of the 8 tables is to be organised.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

This reorganisation can be carried out using drag-and-drop: to move entire departments to move selected department members The Group Organiser allows you to work with either one or two 'Group Organiser Views' which can be set using the 'View' menu in the Group Organiser window. Each view is made up of an outline control showing the structure of the groups, and a grid which shows the entries in a selected group. A view can be oriented either vertically (outline above the grid) or horizontally (outline to the left of the grid). Mandatory Fields: Code Site Group Code Group Description 4. Create Lines: Telephone numbers used by the companys personnel. The following parameters can be set: 1. Extension Site, where the line you edit belongs to. This field has been set in step 2. 2. Line Number 3. Line Description, i.e. who is using the line, where it is etc. Mandatory Fields: Extension Site Extension Number Line Description Group1 code Group2 code Ranges of Lines can be created with the following rules Total length of ranges must be must be no more than 40 characters. A Maximum of 10 ranges are allowed to be created at any one time. Each line number must be 1 to 12 digits Start and end of range must have same number of digits. Ranges must start with lower line number - start of range must not be higher than the end. (Equal start and end values are allowed). A single ">" specifies range of extensions.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

Does not allow special characters "+","-","." in ranges or individual extensions. Allows "#" or "*" in extensions but in ranges only creates first line (e.g. If "#010 > #020" is typed into the Line Number field, this is converted into "#010". Leading zeroes are allowed in line numbers. Spaces are not allowed in line numbers.

5. Directory Entries: When you are entering new entries into PhoneWare you will be asked to fill in certain mandatory fields, these will be displayed in bold text. You will see that they refer to the previous Phonebook elements you created. Other PhoneWare information is completely optional. If there is a piece of information that is required to be stored in PhoneWare (that does not already have a field defined), then it is possible to store this item in the Custom tab of the Directory Entry editor. Mandatory Fields: Surname Site Group Code Group1 Code (found on Group Tab) Group2 Code (found on Group Tab)

Other Features:
The Find and Find & Replace mechanisms allows you to find any requested data in a Phonebook quickly and easily, without having to browse endless pages of data. The found bits of data can then be replaced by anything you wish. Entering a Message A message can be posted against an entry in the directory, which can be seen by all PhoneWare Operator and Corporate Directory users. e.g. Jon is on annual leave from 1/8/97 till 17/8/97 Customise the Fields Headings: The field headings may be customised once it has been decided what information will be entered into each field. You will see that we have designed PhoneWare with the flexibility to handle a wide set of requirements. The Search fields and field headings are named to guide you whilst using the search facilities. If required these field names or descriptions may be changed to better suit your requirements. Changes to these descriptions will reflect in both the Phonebook Manager and PhoneWare Operator Directory. YES / NO Fields The YES/NO fields allow you to answer up to 20 "questions" with a two-option answer, such as YES/NO or TRUE/FALSE. For example, you could setup a YES/NO field with the description Company Car ? and in this field, for those people that have a company car you answer YES, and for those who don't, answer NO. Changing The Layout Under the Layout icon it is possible to tailor the layout and format of the screen display to suit your individual requirements. There are 2 tabs under Options, Search and List.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

The Search tab contains a box ('Available fields') on the left hand side of the tab. This box holds the listed fields that can be used for searching. A box on the right hand side (' Fields in use') contains the fields that have been selected. Like the Search tab, the List tab contains a box ('Available fields') on the left hand side of the tab. The box on the right hand side is titled ' Displayed fields' and contains the fields that will be used for listing search results. As for the Search tab, fields can be added or removed and their order changed. The list of search results can be sorted by any field, irrespective of whether the field is selected for search or list. The sort order can be defined (either ascending or descending). Print to File The Print to File facility allows a user to write a selection of records to a text file in a userdefined format. It can be used when in any of the seven tabs. It is accessed by the 'Print' button on the toolbar. A window, as shown below, is then displayed. It is populated with the rows and the columns that are currently selected in the grid.

A user can choose 1 of 2 modes when deciding what data to output to file: (i) All entries in the grid will be output to a text file if none are selected (ii) Entries can be selected using by holding either CTRL or SHIFT and clicking to allow a range of records to be selected. Records in the window shown above have been selected using (ii). Having selected the entries to be included in the file, the format of the output can be specified by the user. This is done by clicking on the 'Options' button.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

Advanced Features
Alternate Views A Phonebook can be divided into two parts by using one searchable field as a filter. This filter field is set using the CLIPopupPresentationGroupTable phonebook property. The default is the hierarchy2 field. The filter field is assigned a default label of "Directory Name" and there are two possible values of this filter field. They are known as PrimaryViewName and SecondaryViewName and can be assigned to any text string. (The defaults are "Staff" and "Service") The functionality of Alternate Views is twofold. 1) When Operator Directory loads up, it appears in the PrimaryViewName view. This is indicated in the status bar in the bottom right hand corner. It is then possible to perform a search, view the results and select an entry. You can then toggle (Default CmdToggleResultsView shortcut is CTRL+Q - configurable in Phonebook Manager) to the second view and perform another search, view the results and select an entry with the filter of "Service" applied. You can then toggle back to the primary view, where the results and selection of your first search will still be stored. You can press Escape to clear all the fields, except the filter field and the search criteria of the other view will still remain intact. 2) Alternate view also allows a custom search to be triggered by a CLI event in Operator Directory. When an incoming call is presented to Operator Directory a CLI lookup is performed. If a match is achieved the details will be displayed (see CLIPopup documentation for details) and the custom search performed. Within Phonebook Manager each line may be assigned a custom search based on the form 'Search for XXXXXX in Field YYYYYY based on View ZZZZZ'. Thus an incoming CLI event for John Smith might trigger a lookup: Search for 'Building 2' in field User02 under view Staff Which will present all Staff entries at Building 2 The Alternate View Search is configurable via the Lines tab in PhoneBook Manager:

To access the Alternate View Search editor from the lines editor, click the Alternate View button
PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002


Enter text for the search and select the field in which to search for. The results will be displayed when CLI Popup information is presented to Operator Directory. You will also need to select the appropriate View in the Groups or Hierarchies Tab (depending on the value of the CLIPopupPresentationGroupTable Phonebook Property):

It is therefore possible to trigger a search on the same View Name or on the other View Name. For example, you could search for a person's manager by entering their surname in the search for field and selecting surname as the field.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

Calling Line Identity - Salutation Colour Configuration The salutation that appears in the CLI Popup box can be configured/modified via the Group/Hierarchy Editor form in Phonebook Manager. One of the group fields will have previously been setup as "CLI Presentation Field" and this label will appear in the groups dropdown box as opposed to the group name. It is possible to assign different formatting to each CLI presentation group entry. The fields for which colours can be set are: Description Foreground Number Foreground Salutation Foreground Popup Background. Salutation Configuration As part of the CLI functionality, each line defined in the phonebook can have a salutation associated with it. Salutations may be added, deleted and updated via the Lines tab:

To access the salutation editor from the lines editor, click the button at the end of the text field for salutation:

To select a salutation for the current lines table record, click on the salutation you want from the dropdown list. Click Save to exit the editor. However, if the salutation just chosen is incorrect, click Cancel. If you have changed the salutation and want to revert to the one that was selected when the salutation editor was opened, click Reset. To create a new salutation click New and type in the new salutation - this will then be added to the list. You must now select it from the dropdown.

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

To update an existing salutation, select the salutation to be edited from the list and click Update. A dialog box will appear containing the text which you can edit as required. Click OK to accept any changes or Cancel to leave the text as it was. See the Operator Directory Getting Started Guide for further information. Advanced Messaging If Advanced messaging has been set up on your copy of PhoneBook Manager, when viewing the messaging tab of the directory details form, you will be presented with the following screen:

The Register Phonebook Button is disabled when I run up Phonebook Manager The file PWADMIN.PBR is read-only in the application directory. Failure attaching to SQL Make sure that a file called ATT.PBA exists in the application directory on the client machine.

Accessing Online Help

To access online help click the help button on the main PhoneWare Web display. Note the system administrator can configure the system not to display the help button.

For additional support on the PhoneWare range of applications please contact your network manager or software supplier

Version Control

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002

When 11/2/97 6/8/98 12/1/00 9/6/00 17/10/00 15/02/01 10/04/01 30/10/02 Who TJWB ABM ABM ABM ABM ABM ABM ABM What Initial release for Philips and BTS Existing version numbered as first unreleased Modifications for MR/2 Modifications for version 172 Modifications for version 173 Modifications for version 174 Updates for CLIPopup and Alternate Views Updates for version 175 Version 0-1-0 0-1-1 1-0-0 1-1-0 1-7-3 1-7-4 1-7-4a 1-7-5

PhoneWare Phonebook Manager, Getting Started Guide Copyright BTS Holdings Limited 2002