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.

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)

Attention

There is no need to create a new profile template with the name On the Phone (MS Teams). This will appear automatically in the client during the above actions.

Hint

MS Teams Users who share their screen are set to Do not disturb in MS Teams. This presence status is synchronised with the XPhone Connect Client. The first presence profile (from the list under <My Profiles>) that is stored with the presence status Do not disturb is selected.

Principle of the synchronisation

The synchronisation of the presence status from MS Teams to XPhone Connect represents an appointment in the appointment list with corresponding text and colour in the appointment list in the XPhone Connect Client. In the standard system, the Appointment profile is used for this. If the user is having a conversation with his MS Teams Client, an appointment is created in the appointment list in the XPhone Client. If the call is ended in MS Teams, the appointment is automatically deleted. If the XPhone Client loses its connection to the XPhone Connect server during the call, the appointment created is automatically deleted either the next time the XPhone Client is started or after 12 hours at the latest.

teams

Microsoft describes the synchronisation behaviour - in other words, the display of the presence status via various Microsoft Teams clients - as in nearly real time. Experience shows that displaying the changed presence status with the Microsoft Teams web client without a refresh can take up to 5 minutes. With the Microsoft Teams Phone Client, the refresh takes up to 10 minutes. Microsoft automatically resets the Do not disturb presence status after 24 hours.

he “MS Teams” profile - The central profile template

By default, the Appointment profile is used. All settings, such as call forwarding, are set for a Microsoft Teams call. If special settings are to be defined for a Microsoft Teams meeting, a new profile with the name MS Teams can be created and adapted with new settings. If a profile with the name “MS Teams” exists, the profile and its settings are automatically used. The administrator can customise the MS Teams profile in the presence management settings.

Settings for presence synchronisation with Microsoft Teams

The settings are made under User management > Location/Configuration group > Presence management.

Depending on whether a user is allowed to change the setting in the XPhone Connect Client, select the User may change or User cannot change option in the drop-down menu.

Options:

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).

Create central profile template for Microsoft 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.

Presence enhancement (Microphone Sync)

This setting 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 Zoom meeting, for example:

micsync

Select the desired location in the XPhone Connect Server and make the setting:

  • Navigate to User management > Location/Configuration group > Presence management > Settings for presence synchronization with Microphone Sync.

  • Activate the Presence synchronization enabled checkbox.

  • Known processes are already stored in the table. Change or delete the entries as required.

    • When creating a new process, make sure to assign an alias, otherwise the process name will be displayed.

    • Do not forget to activate the new process.

  • If required, enter additional process names in the list. Below you will find a list of known process names:

    • Amazon Chime for Windows = Amazon Chime

    • BlueJeans for Windows = BlueJeans

    • Circuit for Windows = Circuit

    • Cisco Webex = CiscoCollabHost (Special Webex Settings)

    • Discord = Discord

    • Google Chrome = chrome

    • GoTo Meeting = g2mcomm

    • Mozilla Firefox = firefox

    • Microsoft Edge = msedge

    • Microsoft Internet Explorer = iexplore

    • Microsoft Teams (V1) = teams

    • Microsoft Teams (V2) = ms-teams

    • RingCentral App = RingCentral

    • Slack for Windows = Slack

    • TeamViewer Meeting = TeamViewerMeeting

    • Unify Office = Unify Office

    • Zoom Meeting = Zoom

Depending on the relationship status (at least relationship status team colleague), others can now see whether a user is currently using another program for a meeting or telephone call:

  • The presence status changes to Busy and the program used is displayed:

    micsync_client

Have you found a mistake on this page?

Or is something not formulated well or too vague? Then we look forward to receiving an e-mail, preferably with a suggestion for improvement, to doku@c4b.de. Thank you very much!