Presence#

The presence status shows at a glance whether colleagues are in the office and available, On Holiday or at an Appointment, on the phone or simply don’t want to be disturbed.

Depending on the presence status, telephone availability can also be controlled. For example, if an User is in an appointment, the phone can (depending on the setting) be automatically forwarded to the voicemail box at the start of the appointment and then back again.

The presence profile of XPhone users can be set/changed as follows:

Manually (XPhone desktop client or Moblie app)

Telephony status (CTI client or softphone)

Behavior on the desktop client

When XPhone Client starts: Available

When XPhone Client ends: Unavailable

When there is no user activity: Be Right Back

Presence synchronisation with external applications

Calendar (client-side or server-side calendar synchronization)

Microsoft Teams

MicSync

Via the WebClient API

Presence management#

Navigate in the Web-Administration to:

User management > Location [> Configuration group] > Presence management

Create central profile template

To create a new Profile template, click on Add

The New profile template dialog opens.
Make your settings and apply them by clicking on Save.
If you want to delete a central Profile template, select the template to be deleted and click on Remove.

The following setting options are available in the Create new profile template dialog:

Settings	Options	Description
Profile template activated	Checkbox: Active	If the checkbox is activated, this profile template is available for selection by the users of the location / configuration group.
Profile name	Inputfield	Enter a unique profile name here.
Presence status	Dropdown: Available Be Right Back Busy Do not disturb Unavailable Logged off	Set the type of Profile template here. Among other things, this affects the display of the presence status: = Available = Be Right Back = Busy = Do not disturb = Unavailable = Logged out
Presence text	Inputfield	This text is displayed in the clients for a selected Presence profile (from Team member relationship).
Call forwarding	Dropdown User may change User can not change	Depending on the selection, the user can enter their own call forwarding settings or adjust the default settings. Or the user may not change anything.
Call forwarding - Actions	Do not change forwarding	If this option is selected, any previously set call forwarding remains untouched.
	Forwarding off	If this option is selected, all call forwardings are switched off when the presence template is activated. Attention: Also call forwardings for ONS
	Do not disturb	If this option is selected, call protection (do not disturb) is activated when the presence template is activated. This means that callers hear a busy announcement or, depending on the configuration of the pbx, are forwarded to a specified destination.
	Forward internal only calls Forward only external calls Forward all calls	If one of these options is selected, a phone number can be specified here to which automatic call forwarding will take place when presence is activated. If you do not want to store a central phone number, but always the phone numbers in the context of the user, select between Home phone number, Mobile phone number and Voicemail. These phone numbers must be maintained in the corresponding fields of User.

Hint

Depending on the relationship, different information is displayed and functions are activated:

The XPhone User A has the relationship Employee to the XPhone User B. XPhone user B sees the presence status and the corresponding symbol of XPhone user A.
- The presence texts are not displayed, only the corresponding status (for Off sick and On Holiday, Appointment, Busy etc.)
The XPhone User B has the relationship Team colleague or Assistant to the XPhone User A. XPhone user A sees presence text and the corresponding symbol from XPhone user B.
- This also includes the presence texts Off sick, On Holiday, Appointment, etc.
The relationship Assistant (and Assistant+) can be used to change the presence information of another user. If an assistant wants to change the presence for a colleague, the status and thus the color is defined first. A text can then be entered

Presence synchronisation#

Microsoft Teams#

The Presence synchronisation with Microsoft Teams function enables bidirectional synchronisation of the telephony and presence status Do not disturb between Microsoft Teams and XPhone Connect. The telephony and presence status is synchronised in both directions.

MS Teams and XPhone Connect do not have to be active on the same system. Synchronisation requires a Microsoft Teams account. The end device to which this MS Teams account is linked is irrelevant.

If the user takes part in an XPhone Connect meeting, their presence is displayed in MS Teams as On the phone. If only the screen is shared, the presence status does not change in XPhone Connect and therefore also not in the MS Teams Client. If the user makes a phone call via the XPhone Connect Client, MS Teams also displays On the phone as the presence status.

Change of presence status

If you have a conversation via Microsoft Teams, make a video call or share the screen, the presence status in the XPhone Connect Client is changed as follows:

Action	MS Teams User A	XPhone Client A	MS Teams User B	XPhone Client B
MS Teams Call A -> B	On the phone	On the phone (MS Teams)	On the phone	On the phone (MS Teams)
MS Teams Videocall A -> B	On the phone	On the phone (MS Teams)	On the phone	On the phone (MS Teams)
Only screensharing	Präsentation	Do not disturb	On the phone	On the phone (MS Teams)
MS Teams Videocall with Screensharing	Präsentation	Do not disturb	On the phone	On the phone (MS Teams)

Microphone Sync#

The Microphone Sync can be used to display in the presence of an XPhone user which service/process is currently accessing the microphone. This has the advantage that colleagues in the user’s presence can see that the user is currently in a third-party web conference or similar, for example:

Calendar synchronization#

XPhone can automatically synchronize appointments from Outlook/Notes and display them in the XPhone Connect Client.

You will find all Outlook and Notes appointments, reminders and XPhone meetings in the XPhone Connect Client > Appointment view > Agenda. The appointments can be opened directly from the client in Outlook or Notes.

Depending on the settings, presence profiles and call forwarding can also be activated automatically based on the appointments.

These appointments are transferred to the XPhone Connect Client via calendar synchronization. The following explains how to configure client and server-side calendar synchronization.

On the client side#

With client-side calendar synchronization, the XPhone Connect Client takes over synchronization with Outlook, Notes or Office 365.

Outlook#

Proceed as follows for client-side calendar synchronization with Outlook:

Outlook
Check and install integration
- Check the supported Outlook versions <https://www.xphone-connect.com/de/infrastruktur/systemvoraussetzungen/>.
- Make sure that the Outlook integration is also installed during the XPhone Connect Client installation.
Web-Administration
Settings in the Web-Administration
- Open the Web-Administration and navigate to:
  
  User management > Location [> Configuration group] > Presence management
- In the Settings for calendar synchronization > Method for calendar synchronization section, select the Synchronised locally by Outlook or Notes client radio button.
- Configure further options in the Settings for calendar synchronization section. The options available include:
  Define the time period (e.g. 30 days in advance) for which your appointments should be synchronized.
  
  Select the Standard profile template for automatically synchronized appointments.
  
  Decide whether the Show subject line as presence text checkbox should be used.
- Save the settings.

Microsoft 365#

Hint

Limitations and restrictions of the Azure AD service.

For client-side calendar synchronization with Microsoft 365, proceed as follows:

Microsoft Azure Portal

Configure the following in the Azure portal

Log in to the Microsoft Azure Portal with an authorized user:

https://portal.azure.com/
The user must have been assigned at least one of the following roles so that the following steps can be carried out:
- Application Administrator
- Cloud Application Administrator
- Global Administrator
- Privileged Role Administrator
- Application Developer
Search for App registrations.

Click on New registration:

Assign a Name e.g. XPhone_Calendar_Sync.

Select who can access this API. (Supported account types).

Save the new app by clicking on the Register button.

Make a note of the Application ID.

Make a note of the Directory ID.

Click on the link Add redirect URI.

In the next step, select Add platform and Mobile device and desktop applications.

You will now be offered redirect URIs. Select a redirect URI starting with https (e.g. https://login.microsoft.com…).

Complete your configuration by clicking on Configure.

Navigate to the API authorizations.

Click on Add authorization > Microsoft Graph and configure the following authorizations:

API/authorization name

Type

Description

Calendars.ReadWrite

Delegated

Has full access to user calendars.

Contacts.ReadWrite

Delegated

Has full access to user contacts.

Mail.ReadWrite

Delegated

Read and write access to user emails.

MailboxSettings.ReadWrite

Delegated

Read and write user mailbox settings.

User.Read

Delegated

Log in and read user profile.

User.ReadBasic.All

Delegated

Read basic profiles of all users.

XPhone Connect
Configure Graph API and server-side calendar synchronization
- Navigate in the Web-Administration to:
  
  System settings > Graph-API > Calendar synchronization
- Create a new application.
- Enter the following information:
  Display name
  
  Application ID (Client)
  
  Directory ID (client)
- Calendar synchronization is configured under User management > Location [> Configuration group] > Presence management in the Settings for calendar synchronization section.
  Select the radio button Synchronization locally by Outlook or Notes client
  
  Activate the Allow Office 365 synchronisation checkbox
  
  Select the Graph API application registered for Office 365 synchronisation
- XPhone Connect users must enter their Office 365 account for calendar synchronization and authorize XPhone to access their Office 365 account.
  The corresponding window opens automatically on XPhone Clients.
  
  XPhone requests the following authorizations:
  
  Log in the user with the Office 365 account and read their profile.
  
  Read basic profiles of all users.
  
  Full access to the user’s calendar.
  
  Read and write user mailbox settings.
  
  Read and write access to user emails.

Server side#

With server-side calendar synchronization, the XPhone Server synchronizes the calendars of all XPhone users with an on-premises Exchange Server via MAPI or EWS.

MAPI#

For server-side calendar synchronization with Microsoft Exchange, proceed as follows:

Configure the XPhone Server and the Exchange Server according to the following instructions:
- MAPI
When installing the server, Outlook must be selected as the MAPI interface:
- MAPI selection
A supported Outlook client must be installed on the Windows operating system of the XPhone server.

Attention

The licensing and installation of the Outlook Client is carried out by the customer or the partner.
In Server Manager the service account must be changed to the MAPI account with the corresponding MAPI rights.
Calendar synchronization is configured under User management > Location [> Configuration group] > Presence management in the Settings for calendar synchronization > Method for calendar synchronization section.
Select the radio button Synchronized centrally between XPhone Connect Server and Microsoft Exchange Server.

EWS#

Attention

The EWS interface currently only supports server-side calendar synchronization. This means that this interface does not offer the same range of functions as the MAPI interface (no personal Outlook contacts and no remote voicemail access).

For larger installations with around 500 users or more, we recommend using the EWS interface (Exchange Web Services) for server-side calendar synchronization. MAPI remains available locally via Outlook for the service user. EWS enables particularly efficient management of resources and ensures high performance and stability even in large environments.

Domain user
Create a Windows user in the domain
To create a new user in a Windows domain, you need administrative rights on a domain controller with Active Directory. Administration is carried out via the Active Directory Users and Computers Console (ADUC) or Powershell.
ADUC
Log on to a domain controller or a computer with the Remote Server Administration Tools (RSAT) installed.

Open the start menu, enter Active Directory Users and Computers and start the application.

In the left-hand area, navigate to the organizational unit (OU) in which the new user is to be created.

Right-click on the desired OU, select New and then User.

Enter the required information such as first name, last name and login name.

Click on Next.

Enter an initial password for the user.

Select the appropriate password options, e.g. whether the user must change the password the next time they log in.

Click on Next and then on Finish.
Powershell
Activate the Active Directory module:

Import-Module ActiveDirectory

Create a new user with specific attributes:

New-ADUser -Name "MAPI Account" -GivenName "MAPI" -Surname "Account" -SamAccountName "MAPIAccount" -UserPrincipalName "MAPIAccount@enterprise.com" -Path "OU=Services,DC=enterprise,DC=com" -AccountPassword(Read-Host -AsSecureString "Password") -Enabled $true
In the following, this user is called MAPIAccount.

Attention

The MAPIAccount must not be a member of the group Domain Admins, Exchange Servers, Organization Admins and Exchange Organization Administrators.
Exchange mailbox
Create a mailbox for the MAPIAccount
EAC
To create a new user mailbox in the Exchange Server via the Exchange Admin Center (EAC), follow these steps:

In the EAC, navigate to Recipients > Mailboxes.

Click on New (plus sign symbol) and select User mailbox.

Fill in the required fields, such as alias, first name, last name, display name, user login name (this is the MAPI account) and password.

Click on Save to create the mailbox.

Further details can be found in the official Microsoft AD user documentation.
Exchange Powershell
In this example, a mailbox is created in the specified database for the existing user MAPIAccount.

Enable-Mailbox -Identity "MAPIAccount" -Database "YourDatabase"

Further details can be found in the official Microsoft Exchange Powershell documentation.

Mailbox authorizations

Mailbox Policy
Configure throttling policy for MAPI account
Attention

These changes must be made on every Exchange Mailbox Server within a Database Availability Group (DAG). Otherwise, inconsistent behavior may occur.

When using calendar synchronization, a throttling policy must also be created and assigned to the MAPI account. To do this, open the Exchange administration shell and execute the following commands:
New-ThrottlingPolicy NoThrottlingPolicy Set-ThrottlingPolicy NoThrottlingPolicy -RCAMaxConcurrency Unlimited -EWSMaxConcurrency Unlimited -EWSMaxSubscriptions Unlimited -CPAMaxConcurrency Unlimited -EwsCutoffBalance Unlimited -EwsMaxBurst Unlimited -EwsRechargeRate Unlimited Set-Mailbox "MAPIAccount" -ThrottlingPolicy NoThrottlingPolicy
You can check if the setup was successful with this command:
Get-Mailbox -Identity "MAPIAccount" | fl
All attributes of the specified identity are listed, including the newly added XPhoneServerThrottlingPolicy.

If the policy does not prevent throttling (must be viewed in the Exchange logs), the following key must be set in the registry:
[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\MSExchangeIS\ParametersSystem]"Maximum Allowed Sessions Per User"=dword:00000080
In this case, 128 sessions are permitted, which corresponds to 80 in hexadecimal notation.
Impersonation
Create new role group for ApplicationImpersonation
This is a step-by-step guide on how to create a new role group with the name EwsImpersonationRoleGroup in the Exchange Admin Center (EAC). It is given the role ApplicationImpersonation and the account MAPIAccount is added as a member.
- Log in to the Exchange Admin Center
  Log in to the Exchange Admin Center (EAC) with an Exchange administrator account.
  
  Navigate to the Authorizations area.
- Create central profile template for Microsoft Teams
  Click on the + (New) or Add role group icon to create a new role group.
  
  Enter the name EwsImpersonationRoleGroup in the Name field.
  
  Optional: Add a description, for example: Role group for EWS impersonation.
- Assign role ApplicationImpersonation
  Search for the role ApplicationImpersonation in the Roles (Roles) area.
  
  Select ApplicationImpersonation and add it to the new role group using the Add button (or arrow symbol).
  
  Note
  
  If the role ApplicationImpersonation is not displayed, make sure that you have sufficient rights (e.g. Exchange Administrator or Organization Administrator rights).
- Add members
  Click on Add under Members (Members).
  
  Select the user or account MAPIAccount from the list.
  
  Confirm the selection.
- Save
  Check the entered values:
  
  Name: EwsImpersonationRoleGroup
  
  Roles: ApplicationImpersonation
  
  Members: MAPIAccount
  
  Click on Save to create the new role group.
Hint

With the ApplicationImpersonation role, the MAPIAccount account can act on behalf of other mailboxes (EWS impersonation). Make sure that only accounts that really need this function are added, as ApplicationImpersonation grants extensive access rights to mailboxes.
Outlook
Install / configure Outlook
- Install Microsoft Office 2016 or 2019 (32-bit). Only Outlook is required for the MAPI connection.
- Make sure that no other Office version is installed.
- Set default apps via the GUI:
  Open the Start menu and click on the gear icon (Settings) or press Win + I on the keyboard.
  
  Select apps.
  
  Click on Standard apps in the left-hand menu.
  
  Set the default app for e-mail. To do this, click on Email and select Outlook.
- Create e-mail profile
  Press the key combination Windows + R to open the Run dialog.
  
  Enter the command control and confirm with Enter.
  
  This opens the control panel directly.
  
  Click on Mail (Microsoft Outlook 2016)(32-bit).
  
  Click on Add.
  
  Enter a name for the profile, e.g. Outlook.
  
  Configure the MAPIAccount.
  
  Select the profile and click on Settings.
  
  Click on E-mail accounts….
  
  Make sure that the MAPIAccount is set as Default.
  
  Switch to the Data Fields tab.
  
  Click on Settings.
  
  Switch to the Advanced tab and deactivate the Cashed Exchange Mode.
  
  Save the settings.
  
  Hint
  
  To check the authorizations, it is advisable to open the mailbox of another user. Be sure to use a separate, non-critical test account to avoid unauthorized access to user mailboxes. If available, access to public Exchange folders should also be checked. Access to the contact folder is particularly important here.
XPhone Server
Prerequisite & configure MAPI account
- Start the XPhone Connect Server installation wizard and then select the MAPI Outlook option, if this has not already been done.
- Update the XPhone Server to the latest released version.
- Enter the MAPIAccount as the service account via the Server Manager.
- Create a file in the installation directory of the XPhone Server:
  e.g. C:\Program Files\C4B\XPhone Connect
  
  CalendarSyncExchange.config.xml#
  
  <?xml version="1.0" encoding="utf-8"?> <configuration> <calendar_sync> <exchange> <events> <advise Object="EwsStream"></advise> </events> </exchange> </calendar_sync> </configuration>
At this point, you must also configure which method of EWS subscription should be used. Here you have the choice between:
- <advise Object="EwsStream"></advise>
  With streaming notifications, the client maintains a permanent connection to the server. As soon as changes occur in the subscribed mailboxes or folders, these are streamed to the client in real time.
  
  Ideal for scenarios in which updates are required without delay.
  
  More resource-intensive, as there must always be an open connection.
  
  For larger environments (more than 500 users), EWS Stream is usually recommended to ensure a reliable and scalable solution.
- <advise Object="EwsPull"></advise>
  With Pull notifications, the client actively queries the server at regular intervals (polling) to find out whether there are any new changes.
  
  The client sends requests at set intervals to retrieve notifications.
  
  More resource-efficient than streaming, but involves a certain delay.
  
  Suitable for scenarios in which real-time information is not absolutely necessary or the system load is to be kept low.
Web-Administration
Settings in the Web-Administration
- Open the Web-Administration and navigate to:
  
  User management > Location [> Configuration group] > Presence management
- In the section Settings for calendar synchronization > Method for calendar synchronization, select the radio button Synchronized centrally between XPhone Connect Server and Microsoft Exchange Server.
- Configure further options in the Settings for calendar synchronization section. The options available include:
  Define the time period (e.g. 30 days in advance) for which your appointments should be synchronized.
  
  Select the Standard profile template for automatically synchronized appointments.
  
  Decide whether the Subject text should be displayed as presence text.
  
  Hint
  
  These settings only apply to newly created users or users who have not yet made any configuration at the corresponding location in the client. If the users have already been created / are already using their own configurations, these can be reset to the default configured in the server if required. To do this, use the function Reset presence management settings
- Save the settings.

No synchronisation	Presence synchronisation is deactivated.
Synchronise telephony and presence status	Synchronisation of the presence status Do not disturb and the telephony status is active.
Synchronise telephony status	Only the telephony status is synchronised.
Remember login data	If the Active Directory is not synchronised with Azure, the logon data can be stored locally. The logon data is stored locally in encrypted form and can only be used by the XPhone Connect Client. The function is not available in connection with ADFS (Active Directory Federation Services).
Central profile template for MS Teams	The administrator can customise the central profile template MS Teams and assign it to the users. If the option is activated, the profile is automatically created under Central Profile Template and can be individually adapted.

API/authorization name	Type	Description
Calendars.ReadWrite	Delegated	Has full access to user calendars.
Contacts.ReadWrite	Delegated	Has full access to user contacts.
Mail.ReadWrite	Delegated	Read and write access to user emails.
MailboxSettings.ReadWrite	Delegated	Read and write user mailbox settings.
User.Read	Delegated	Log in and read user profile.
User.ReadBasic.All	Delegated	Read basic profiles of all users.