Presence management

This section describes the presence management settings you can make for a location.

Presence information shows at a glance if colleagues are at their desk and available, are on holidays or in a meeting, are on the phone or simply do not want to be disturbed. This comprehensive presence information is important in a UC solution since only this ensures that communication is prepared efficiently. Employees are more productive because they spend less time finding the right available persons.

Depending on the presence, availability can also be controlled. If, for example, an employee is in a meeting, the telephone can be automatically re-routed to the voicemail and back again (depending on the settings).

Using this feature

Here you can set if users of the corresponding location/configuration group are permitted to use the presence function. If the presence function is required, activate Use this feature.

Central profile templates

Central profile templates are centrally offered to every user of this location/configuration group for selection. You can find all configured presence templates in an overview table:

• The column with the symbol shows the status colour of the respective presence template.

• Active

  Configured but not required templates can be deactivated. In the Active column, active templates are marked with a checkmark and inactive templates without a checkmark.

• Profile name

  The Profile name shows the assigned name for the template.

• Status

  Under Status you can see to which presence group the template belongs.

• Call forwarding

  In the Call forwarding column, you can see at a glance what action would be performed if the template were activated.

• Edit

  To edit the profile template, highlight one and click Edit. For more info, see New Template below.

• Add

  See section Create new profile template.

• Remove

  Select the profile template to be deleted and click Remove. Save the presence management settings by clicking Save.

Create New profile template

To create a new profile template click on Add, the dialog Create new profile template opens. Make settings and apply them by clicking Save. If you want to delete a central profile template, select the template to be deleted and click Remove.

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

Settings	Options	Description
Presence template activated	Checkbox: Aktive	If the check box is activated, this profile template is available for the users of the location/configuration group for selection.
Profile name	Input field	Enter a unique profile name here.
Presence status	Dropdown: Available Be Right Back Busy Do Not Disturb Unavailable Logged off	Set the type of the profile template here. Amongst others, this defines how the presence status is shown: = Available = Be Right Back = Busy = Do Not Disturb = Unavailable = Logged off
Presence text	Input field	This text is displayed in the clients for a selected presence profile (from Team Member relationship).
Call forwarding	Dropdown User can make changes User cannot make changes	Depending on the selection, the user may store his or her own forwarding settings or adjust the default settings. Or the user is not allowed to change anything.
Call forwarding - Actions	Do not change forwarding	If this setting is selected, forwarding that may have been set cannot be changed.
	Forwarding off	If this setting is selected, forwarding is switched off when the presence setting is activated.
	Do not disturb	If this setting is selected, forwarding is switched off when Do not disturb is activated. That means that callers hear an engaged tone or are forwarded to a defined target based on the telephone configuration.
	Forward only internal calls	If one of these settings is selected, a telephone number can be specified to which the caller is forwarded when presence is activated. If a general telephone number should not be used but a telephone number should be selected based on the caller, select Private phone number, Mobile phone number and Voicemail. These phone numbers must be maintained in the corresponding fields of the user’s User Management.
	Forward only external calls	See Forward only internal calls.
	Forward all calls	See Forward only internal calls.

Hint

Depending on the relationship that XPhone users have with each other, different information is displayed:

• The XPhone User A has the relationship Employee with the XPhone User B. Phone user B sees the presence status and the corresponding symbol of phone user A.

  • The presence texts are not displayed, only the corresponding status (for off sick and on holiday, for appointment etc.).

• The XPhone User B has the relationship Team Colleague or Assistant to the XPhone User A. Phone user A sees the presence text and the corresponding symbol from phone user B.

  • This also includes the presence texts off sick, on holiday, appointment, etc.

User-defined profile templates and presence status

If a user can add his on profile template, this check box must be activated.

You may use the following presence statuses when creating your own profile templates and modifying an active profile:

= Available (mandatory field, cannot be de-selected)

= Be right back

= Busy

= Do not disturb

= Unavailable

= Logged off (mandatory field, cannot be de-selected)

If you de-select a status here centrally, this option is no longer available to the users in the XPhone Connect Client settings.

Settings for calendar synchronisation

• User can make changes

  If the user is allowed to make changes to his XPhone Connect Client settings or the calendar synchronisation, you need to select User can make changes from the dropdown menu, otherwise select User cannot make changes.

  Hint

  If the user can make changes, they always have a higher priority than settings on the server. Thus, if the administrator changes the server settings, the existing user settings are kept and remain active. Changes at the server always apply to new users. However, if the administrator changes to User cannot make changes, the settings on the server apply again. If User can make changes is activated again, the settings on the server and not the previous settings are adopted. However, they can be changed by the user.

• Automatically synchronise Outlook and/or Notes appointments with XPhone

  If this check box is activated, the calendar is synchronised automatically. Otherwise, this must be done manually at the XPhone Connect Client.

• XX days in advance included in sync

  Here you can set how many days in advance the synchronisation is done.

• Allocate the following standard profile template to Outlook and/or Notes appointments

  Select a profile template from the central profile templates here that is to be used for calendar synchronisation. Thus, when a calendar entry is recognised, the presence status of the user is set automatically. The default profile Meeting is used most often.

  If a profile template is selected by the user in the Category field in Outlook, it is also used as presence template. Otherwise, the default profile template is always used.

Meeting synchronisation from Outlook

• Use Outlook or Notes appointments not shown as Free or Working in a different place or which contain an XPhone profile template in the Category field, or

• Only use Outlook or Notes appointments that contain a XPhone profile template in the Category field

• Use the standard profile template for Outlook or Notes invitations received to meetings

• Show subject line as presence text

  • Only visible for users with the relationship status: Team colleague, Assistant or Assistant+

  • Appointments entered as private in Outlook always appear without a subject.

Method for calendar synchronisation

• Synchronised locally by Outlook or Notes client

  • Allow Office 365 synchronization

    • Graph API application registered for Office 365 synchronization

  Hint

  Here you can find a detailed description of how to configure the feature Client calendar sync with Office 365.

• Synchronized centrally between XPhone Connect Server and Microsoft Exchange Server

  These settings are particularly recommended, if conference series dates are to be sent.

Settings for presence synchronisation with Microsoft Teams

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

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

Options:

No synchronization	The presence synchronization is deactivated.
Synchronise telephony and presence status	Matching of the presence status Do not disturb and the telephony status is active.
Synchronise telephony status	Only the telephony status is synchronized.
Remember login data	If the Active Directory is not synchronized with Azure, then the credentials can be stored locally. The credentials are stored locally in encrypted form and can only be used by the XPhone Connect client. The function is not available in conjunction with ADFS (Active Directory Federation Services).
Central profile templates	The central profile template “MS Teams” can be customized by the administrator and assigned to the users. If the option is enabled, the profile is automatically created under Central profile template and can be customized.

Hint

For a full description of presence synchronisation with Microsoft Teams, see chapter Microsoft Teams.

Presence synchronization with 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.

You can activate this function by activating the Presence synchronization enabled checkbox.

In the table, you can edit or delete the existing processes individually or add new processes:

• Active: Here you can specify whether the respective process should be monitored.

• Process name: Enter the process name to be monitored here.

• Alias: Enter the term or name to be displayed when the process accesses the microphone.

Hint

A step-by-step guide and other known process names can be found in chapter Features: Presence synchronization (Microphone Sync).

Automatic activation of profile templates

If a user can change the settings via the XPhone Connect Client, select User can make changes, otherwise select User cannot make changes.

Automatic activation…

• when program starts (XPhone Connect Client)

  • Available

  • Home office

• when program ends (XPhone Connect Client): Unavailable

  If a user, for example, ends his XPhone Connect Client, his presence status is changed automatically to Unavailable.

• when there is no user activity

  • Be Right Back

  • Break

  • after XX minutes

  • if console is locked

Hint

If the administrator changes the authorization to User may change, a user can make his or her settings on the XPhone Connect Client itself. If the administrator now sets the authorization centrally to User may not change, the server-side setting applies. If the authorization is set again, the previous user settings are not applied, and the server-side settings apply until a user makes changes.

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