Presence

Presence profiles

My profiles

• New

  Creates a new profile after entering the name. Please note that you can not change the name at a later date.

• Delete

  Select a profile before clicking Delete.

Change “Present” profile.

• Activated

  If this checkbox is activated, this profile is available to the user in XPhone Connect Client.

• Presence status

  Change the symbol here. You can not adapt the name at a later date.

• Forward

  Specify the active forwarding number here when the respective profile is selected.

• TeamDesk status

  This option requires membership of an established TeamDesk group.

Activate profiles automatically

• When programme starts, programme ends… - Options

  Profile templates can be activated automatically - either when the programme starts, programme ends or in the case of user inactivity (set as inactive after X minutes, when the console is blocked). You can assign a profile to each item.

• Scheduled via Outlook or Notes calendar - Calendar options

  Other options for Outlook / Notes appointment synchronisation.

Advanced

• Presence synchronisation with other systems

  Synchronizes the user’s presence status between XPhone Connect and Microsoft Teams. For more information, see Presence synchronization.

• Show presence information in Microsoft Office

  Also shows the XPhone Connect presence status in Microsoft Outlook, for example.

Attention

Please note that the configuration settings indicated above can be limited by your administrator. The administrator can configure the profile templates and calendar synchronisation available for the user enabling users to obtain settings automatically from the XPhone Connect Server. Individual user settings can also be deactivated.

Presence controlled forwarding

XPhone Connect offers various options for improving accessibility:

• Presence profiles can be linked with call forwarding

• Presence profiles can be activated automatically depending on a certain user behavior

• Presence profiles are controlled by the appointments in your Microsoft Outlook or HCL Notes calendar.

Hint

The administrator can restrict the described functions such as calendar synchronization or the modification of presence profiles by the user on the server side.

Note on AnyDevice / Softphone

Note that the Follow-Me function of an AnyDevice (also softphone) ultimately also represents a forwarding. If Follow-Me is active and, for example, profile-controlled forwarding to voicemail takes place, Follow-Me off is displayed in the client. If the redirection of the presence profile ends, Follow-Me of the selected AnyDevice also becomes active again. However, the option Do not change forwarding must be set in the Present profile! Diversion off would also result in Follow-Me off and incoming calls would no longer be forwarded to the AnyDevice.

Linking Presence profiles with call forwarding

In some cases, it makes sense to link certain Presence profiles to call forwarding.

Example: If you do not want to be disturbed, your calls should always be answered by a certain colleague. So link the Do not disturb profile with a call forwarding to their phone.

1. Open the dialog via Extras > Configuration > Presence profiles.

2. In the Presence profiles dialog, now select the Do not disturb profile.

3. Set up call forwarding under Change profile.

   Hint

   The entry Do not change call forwarding leaves another (manually or automatically set) call forwarding unchanged! If you want to end call forwarding specifically (e.g. in the profile Present), set the forwarding option Call forwarding off.

4. If necessary, you can also store an infotext on presence, which will be displayed to your colleagues whenever you do not want to be disturbed.

5. Then confirm with OK.

Activate presence profiles automatically

It is even easier if you set up your presence profiles to start automatically under certain circumstances and thus also activate call forwarding.

Example: You want call forwarding to your voicemail box to always occur when you shut down your PC and leave the office. As soon as you come into the office in the morning and restart your PC, you want this call forwarding to switch off again automatically. Even if you are not at work for some time, you want to ensure call forwarding to your voicemail box throughout.

1. Open the dialog via Extras > Configuration > Presence profiles.

2. Click Enable profiles automatically > Options.

3. Set up the desired profile for Program start, Program end or Inactivity, for which the redirection, e.g. to voicemail, has already been set up (see above).

   Hint

   The inactivity status is set after the time set here without mouse movement or keyboard input on the computer or, if desired, directly with the locking of the screen.

4. Then confirm both dialogs with OK.

Activate presence profiles time-controlled via calendar synchronization

Presence profiles can also be activated automatically by the appointments in your groupware calendar (Outlook, Notes), this synchronization takes place either locally (client-side synchronization e.g. between Outlook and XPhone Connect) or centrally between the servers (server-side synchronization e.g. between Microsoft Exchange and XPhone Connect) - depending on the configuration on the XPhone Connect server.

Example: You want a redirection to your voicemail for booked appointments in Outlook.

1. Open the dialog via Extras > Configuration > Presence profiles.

2. Click Activate profiles automatically > Calendar options.

3. Activate the Automatic synchronization with the Outlook calendar.

4. Select whether only appointments from Outlook are transferred that provide an XPhone Connect profile template via their category (e.g. @Do not disturb) - or whether other appointments are also to be matched that are not marked as Free or Working at another location (e.g. status Booked, Absent or With reservation). Select a presence profile that will be used by default for matched appointments. For this profile, also set up the associated redirection to voicemail (see above).

5. Define how meeting invitations should be handled, i.e. whether the default presence profile should also be activated for appointments not created by the user.

6. Define whether assistants or team colleagues may also see the subject text of the appointment or also only the presence status. Appointments entered as private in Outlook always appear without a subject.

7. Then confirm both dialogs with OK.

Hint

In case of overlapping presence profiles (e.g. training, all-day and lunch 12:15-13:00), the respective valid presence including the configured forwarding is activated (e.g. during the training, forwarding to the colleague, but during the lunch break to the voicemail and then back to the colleague).

View and update list of matched appointments

A list of the appointments received for the synchronization period (e.g. 30 days) together with the assigned presence profiles can be seen under Extras > Configuration > Presence profiles > Appointment list. Manually set presences do not have an entered creator, matched entries contain the source, e.g. Outlook.

Click Start calendar synchronization to initiate a manual synchronization with the groupware calendar.

Synchronization with Microsoft Teams

This function enables the synchronization of the telephony status of Microsoft Teams and XPhone Connect. The telephon status is synchronized in both directions. If you make a call in Microsoft Teams, the telephony status in XPhone Connect Client is changed accordingly, and vice versa. It does not matter whether you use Microsoft Teams and XPhone Connect on the desktop or mobile.

Activate synchronization

To enable matching, open the configuration and select Matching Options in the Presence section under Advanced.

Got to the point Microsoft Teams, then select Match telephon and presence status and confirm.

A window opens with the login to Microsoft Teams. After logging in, synchronization is active. To avoid having to log in each time XPhone Connect is started, the Memorize login data function can be selected. Logging in to Microsoft Teams then takes place automatically in the background.

Changing the settings in the automatic presence profile

If your administrator has activated MS Teams matching, the MS Teams profile is activated in the XPhone Connect Client for calls or video calls in Microsoft Teams, and with it the default settings for Redirection and Teamdesk that the administrator has configured. To change the profile defaults, you need appropriate permissions from the administrator.

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