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.

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.

Tip

For detail see MSTeams_DetailsPresence_Synchronisation.

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 advanced setting can be used to display in the presence of an XPhone user which service is currently accessing the microphone. The advantage is that colleagues in the user’s presence can see that the user is currently in a Zoom meeting, for example:

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

• Navigate to User management > Location/Configuration group > Connect Client > Advanced settings.

  • Add a further parameter:

    • Name: MicrophoneUsageSync.Enable

    • Wert: 1 = activated, 0 = deactivated

  • Enter the desired process names (see below) in the parameter MicrophoneUsageSync.ProcessWhitelist comma-separated.

    • In the standard system, the following process names are already entered and do not need to be listed additionally:

      chrome,firefox,iexplore,msedge,g2mcomm,TeamViewerMeeting,Zoom

    • Other well-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

• Go to User management > Location/Configuration group > Presence management.

  • Add a central profile template and activate it:

    • Profilname: MicSync

    • Presence status: Busy

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