Contact list

Search

The characters entered are broken down into search terms, separated by spaces. Search terms are divided into positive and negative groups. All search terms whose first character is “-” are in the negative group, whereby the “-” at the start of the search term is removed. All other search terms come into the positive group. A contact is found when all search terms in the positive group and no search term in the negative group meet.

The following notations are supported in the search:

• Entire words or first letters of name, company name, department name and/or place

• Search terms with a preceding dot are sought directly in the public contacts even if Own contacts has been selected as the search filter, for example.

• Search terms with a preceding minus are added to the negative group, thereby identifying search terms which you wish to exclude from the search.

Delete the search term or click the “X” symbol in the search field to end the search and return to the contact list, for example.

Hint

Wild cards such as * or ? are not supported.

Examples

Anna returns all contacts that have Anna somewhere at the beginning of the word.

Anna -Amberg returns all contacts that have Anna at the beginning of the word but not Amberg at the beginning of the word.

“Anna -Amberg Munich” delivers all contacts which have “Anna” and “Munich” but not “Amberg” somewhere at the beginning of the word.

“Anna Amberg -Munich Sales” delivers all contacts which have “Anna”, “Amberg” and “Sales” but not “Munich” somewhere at the beginning of the word.

“.Amberg” delivers all contacts which have “Amberg” at the beginning of the word in public contacts, even if “Own contacts” has been selected as the search filter, for example.

Tip

You can also search for phone numbers. You can use the following formats without special characters (except for + in the international format):

• International

  +4989840798…

• National

  089840798… or 89840798…

• Local format

  840798…

Search filter

Click the magnifying glass to limit the search to certain address books. The magnifying glass is blue when the search filter is selected. Deactivate the filter by selecting Own and company contacts again.

The default filters / data sources are available:

• Own and company contacts

  All contacts except public contacts

• Own contacts

  e.g. local Outlook contacts connected, personal Outlook contact folder connected from XPhone Connect Directory or even personal Notes address books connected from XPhone Connect Directory

• Public contacts

  connected from XPhone Connect Directory: TVG Webservice (Telefonbuch Deutschland) or ETV Swisscom Directories

• Other contacts

  Other contacts connected from XPhone Connect Directory are listed underneath

Contact list - Groups

If you wish to discover the presence or line status of colleagues at a glance, you can set up groups for this purpose.

• Create the group and then allocate the contacts.

• A contact can be a member of several groups.

• Contacts can be allocated from the contact list or from the hits of a search.

• Move the mouse pointer over the contact and the respective buttons will appear (Other actions > Add to group or Move to another group).

Groups can be expanded or collapsed for a better overview.

Note

The Other contacts and Favourites groups cannot be deleted.

Queries (federation)

The XPhone Connect Server can federate with other servers such as XPhone Connect or Microsoft Skype for Business, i.e. you can exchange presence status and chat messages with users of these servers.

Prerequisite: The Federation feature is activated and configured on the server side and you have an Office Plus license. Here you can check if you have been assigned such a license: Info.

There are two ways of establishing initial contact with users on federating servers:

1. Contact the external user via his IM (Instant Messaging) address.

   A user’s IM address from the contact list or search hit list can be found in his contact card.

   Hint

   External users with IM address are also recognizable by the user picture:

   You can send these contacts a chat message directly from the contact or hit list. To ensure that the external contact’s presence is visible, it needs to be included in the contact list and the external contact usually needs to add your XPhone Connect user to his own contact list, and allocate the corresponding authorisation. The same applies for your own presence (see below).

2. An external user contacts you via your IM address.

   Hint

   Your own IM address can be found in the configuration of the XPhone Connect Client under General.

   If the external contact adds this address to his contact list, e.g. in Skype for Business, the XPhone Connect Server will be asked for your presence information. This request appears in the Connect Client as a new entry in the Queries tab.

   The default relationship can be either Employee, Unknown Person, External Person, or Blocked.

   • Blocked people do not see presence, chat messages cannot be exchanged

   • Unknown persons do not see presence

   • External persons see the presence

   • Employees also see the busy status of the phone (“on call”) in addition to the presence.

You can edit this relationship in the open query (click ) or change it later in the contact list - likewise dependent on the configuration at the server. The standard relationship set by the administrator is marked as such in the query dialogue.

In the top section of the dialogue, you can supplement the contact data of the querying external user or link with an existing contact from one of the connected sources. You can also share or hide your presence status in the dialogue or, as an option, add the contact to a group in your contact list.

Hint

Only presence status is passed on (green/available, red/busy, yellow/unavailable or grey/offline) but no other information such as subject of a meeting or other presence text (home office, break or similar).

Contact queries which have already been answered can also be edited or deleted in the Queries tab. Deleted queries are made again as soon as the external contact wishes to request your presence status. You can then answer the new query with other settings, for example.

Note

For a federated contact to no longer see your user’s presence, it is not enough to delete this contact from your contact list. Hide the presence by setting the relationship to the contact as Unknown person - or delete the query answered and change the setting in the new query for this contact.

Contact list - Relationships

Persons always have a certain relationship with each other. The relationship is directed, i.e. person A has a certain relationship with person B; person B can have a different relationship with person A. Relationships can not be assigned to groups, e.g. all contacts in the Sales group.

The relationship outlines what properties another person sees and what actions another person is entitled to run on my resources (see below - Access right matrix).

Example

Mr Müller wants Ms Amberg to receive the rights to pick up his calls and view his appointments. According to the Access right matrix, Mr Müller must now assign Ms Amberg the role of “Team colleague”.

The configuration is carried out at Mr Müller’s XPhone Connect Client. First of all, he uses the search field to find Ms Amberg. Once he has found her, he must select the role of Team colleague via Other actions > Change relationship with contact. If Ms Amberg is also to be able to change Mr Müller’s presence, the role of Assistant must be assigned for Ms Amberg at Mr Müller’s XPhone Connect Client.

Note

Ms Amberg cannot see on her XPhone Connect Client what rights she has for Mr Müller. She can only detect them through the actions to which she has access.

Access right matrix

		Blocked pers. 1	Unknown person	External person	Forwarding participants 2	Forwarder 2	Employee	Team colleague	Assistant	Assistant+
Detailed contact info	read							◼	◼	◼	-
General contact info	read					◼	◼	◼	◼	◼	-
Detailed presence info	read							◼	◼	◼	Presence status, presence status text, period of validity of a meeting, note for colleagues, subject of a company meeting
General presence info	read					◼	◼	◼	◼	◼	Presence status, presence status text, period of validity of a meeting
Detailed forwarding info	read					◼		◼	◼	◼	-
General forwarding info	read					◼	◼	◼	◼	◼	-
Detailed call info	read							◼	◼	◼	-
Subject text of non-private appointments	read							◼	◼	◼	-
Presence status text	read							◼	◼	◼	-
Period of validity for non-private meetings	read							◼	◼	◼	-
Period of validity for private meetings	read							◼	◼	◼	-
Set presence	edit								◼	◼	-
Presence symbol without text information	read			◼	◼	◼					-
Change call forwarding	edit								◼	◼	-
Pick up calls	edit							◼	◼	◼	-
Show busy phone status	read				◼	◼	◼	◼	◼	◼	-
Company contact data- E-mail	read	◼	◼	◼	◼	◼	◼	◼	◼	◼	Only users of the server see the email address
Company contact picture	read	◼	◼	◼	◼	◼	◼	◼	◼	◼	Only users of the server see the contact picture
Phone number may also be seen during call	read									◼	-
May see external waiting person during forwarding operations	read				◼	◼		◼	◼	◼	-

1

The relationship Blocked is not selectable in teams.

2(1,2)

These relations can only be allocated by the administrator.

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