SmartAssistant-User Manual.pdf

7/23/2019 SmartAssistant-User Manual.pdf

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Elastix Smart AssistantUser Manual

Objective: explain the user how to make an initial setup of Smart Assistant in his

smartphone

Description:

Smart Assistant is a smartphone application that allows for efficient assignment of calls

to a user on an Elastix unified communications server.

The application allows us to create several scenarios where we can decide how to

redirect an incoming call. Smart Assistant intelligently determines where we are, through

the wireless connections on the phone, and successfully applies a predetermined call-

destination rule.

Installation

To install the application from an Android Smartphone, enter "Google Play".

Once there we must search for the elastix smart assistantapplication

Fig. 1 Smart Assistant presented in Google Play

Press Install and the installation process should begin.


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It is important to mention that the administrator of our Elastix server must also install the

Smart Assistant Addon from within the Elastix Market Place, the Addons tab inside

Elastixs webUI. (Please review the administrator manual)

When these two steps have been completed we open the application on our

Smartphone.

Fig. 2Applications Start screen

The application will take us to the configuration screen

Fig. 3 Configuration Screen

In this screen we have the following fields:

Server Address:IP address of the Elastix server


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Port:Connection port (by default Smart Assistant communicates via port 8080, but this

may be modified by the Elastix server administrator).

Device ID:used by the Elastix server to identify each device.

Secret:password for connecting to the Elastix server

Port Knocking:Smart Assistant supports Port Knocking, and can be enabled for use

with Elastix servers that support it. The ports are configurable by the Elastix server

administrator, the default ports are: 30000, 30500, 3100

The user must provide the Elastix server administrator with the information displayed in

the "Device ID" field. He will then associate it with the user's extension right from within

the Smart Assistant Addon on the Elastix WebUI.

Fig. 4 Management Interface of the Smart Assistant addon in Elastix

Once the administrator performs this configuration, he must enable the "Follow Me"

option for extension (inside the PBX Configuration page in Elastixs webUI) and configure

it to have Smart Assistant as the selected destination*. With this the user is ready to use

Smart Assistant.

*Note: more details on this configuration in the Administrator Manual.

The user can easily send the Device ID using the "Share deviceID to" option that appears

when you press the Android "Menu".

Fig. 5 Share deviceID option


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Home screen

Fig. 6 Home screen

Targets

Smart Assistant supports three ways for creating Targetsor destinations:

Generic Targets:these targets are created by the Administrator of the Elastix server andcan be selected by all users of that Elastix server who have Smart Assistant in theirsmartphones

Specific Targets: these targets are created by the Administratorof the Elastix serverand can be used only by specific users.

Personalized Targets:the user, right from within the application, creates these targets.

To go to the Targets configuration page in the application, press "Settings" on the Homescreen.

Fig. 7 Settings screen

Status Bar

Make a Call Bar

VoiceMail Bar

Settings Bar


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Once there, press Targetsand then ADD

Fig. 8 Targets screen Fig. 9 Target Creation

Once we create the target, press "Save" and the application will take you back to the

Targets screen, where a list of all created targets is displayed.

Fig. 10 Targets screen, a target called

Receptionhas already been created

Note:The user can create as many targets as he deems necessary, however to be able to select any of

them for using it in a state, a Premium license must be owned. Also, the Elastix server administrator must

allow user creation.


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To know how to create Specific and Generic Targets, please review the administrator

manual.

Entering the configuration Screen

On the Home screen, we must press the menu button on our Android device; thefollowing options will be displayed:

Fig. 11 Options Menu

Answer Mode on/off: (Notifications) when active, it sends the smartphone a push alert

when a call comes in to the user's extension in the Elastix server. Smart Assistant allows

the user to perform an action, if he fails to do so in less than 10 seconds, the call will be

redirected according to his current state.

Change Incoming Call Sound:enables sounds for notifications, you can select any type

of audio file stored on the phone.

Configuration: configuration options for establishing the connection with the Elastix

server.

Force synchronize:force synchronization, gets all information from the server to thedevice and the device sends information to the server for validation.

Quit:option to exit the application.

Help (?): displays the applications embedded help.

State Modes selection

There are 5 State Modes predefined by default in Smart Assistant

Be Smart

Meeting

Out of Office Office

Break

Each State Mode is configurable with a target destination.

In the case of options: Meeting, Out of Office, Office, and Break, you can set a single

destination, which will remain as default. This means that every time the user wants to

set a usual state, he can select any of these predefined states and switch between any

of them by just pressing their name.

In the case of the "Be Smart" state, you can set multiple destinations that are assigned

according to the following criteria:


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Date

Time

Network

This means you can create different states for the same network that will changeautomatically according to the date or time. This is a common (out of) office hourscase.

Another example is the setting of states according to the wireless network, so that Smart

Assistant direct calls depending on the network that the user is currently connected to.

Office Network Desk extension

Mobile Network (cellphone provider) Mobile number (through the PSTN)

Home Network Voicemail

To access the "Switch Mode" screen, or state change, simply press the "State Bar".

Fig. 12 Switch Mode screen

Smart Mode

The "Be Smart" mode enables call routing rules to be established automatically.

To configure the "Be Smart" mode, we enter the "Switch Mode" screen by pressing the"State Bar". Then long-press the "Be Smart" bar until the "Smart Settings" screen is

displayed.


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Fig. 13 List of rules for the Be Smartmode

Once there we can add a new rule by pressing the ADDbutton.

Fig. 14 Rules configurations in Smart Settings

Here we can create a rule based on the date, time, and network. The "Target Action"

field allows us to select the specific destination for this rule.

Date/Time:Select the day or days and time for which the rule will be applied. Network:Select the network for which the rule will be applied.

Target Action:Choose the destination for the rule.

SAVE:Saves the configuration of the rule.

SAVE (On Smart Settings screen):Saves the general rules for the "Be Smart" mode.

When you complete the configuration of the rule press the "SAVE" button. Then check

the rules listed in the "Smart Setting" screen, when all rules are completely set press this

second "SAVE" button.

Once configured, press "Be Smart" on the "Switch Mode" screen, Smart Assistant will

assign calls automatically according to the rules that we have set.


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If we have several rules created we can give priority to any of them, just placing them

among the other rules. This can be performed doing a long-click on the left border of the

rule, and moving it to the place we want.

Configurations according to the Caller ID

Smart Assistant allows us to establish pre-determined, rules according to the person

calling us. These rules may obviate state mode selected and instead execute a pre-

configured action.

To go to the Caller ID" settings screen, we must press on "Bar Settings", and then on

"Caller ID". The list of existing rules will be immediately displayed.

To add a rule press "ADD".

Fig. 15 Caller ID Settings screen Fig. 16 Rule creation for a specific contact

The application supports three different ways to select the phone number we wish to add

in the rule, manually, from the call history (pressing the clock icon) or from the contacts

in our smartphone phone directory (pressing the phonebook icon).

Once you have selected the phone number in the "Source Number" field, we must enter

a description, select a target destination and press "SAVE".

To activate this rule it is necessary to check the box use CallerID settings on the Switch

Mode screen.

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Fig. 17 Enabling CallerID functionality

Make a Call

This option allows the application to order the Elastix server to make a call. Elastix will

immediately call the destination that has been selected according to the current state

mode and dial a number we have entered, connecting both calls.

To enter "Make a Call", we press the bar with the same name. There are three ways to

select the number you want to call, manually placing the number in the box call, selecting

contacts from our smartphone directory (pressing the phonebook icon), or by selecting it

from the displayed call history.

Fig. 18 Caller ID Settings screen

Once you select the number, press "CALL" and the calling process will start.

The "Transfer to extension" option shown on the screen, will route the call to theextension of the user, regardless of the current state mode.


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VoiceMail

Smart Assistant can display a list of voice messages that are associated with our

extension. To accomplish this, the application is synchronized with the Elastix server and

checks if the extension associated with the user has any voicemail(s) available.

This option has two modes:

Listen Mode:when pressed the voice message will be played instantly

Download Mode: after long-pressing for two seconds the audio file of your voice

message will be downloaded. The default download route is My Files -> All Files ->

Download.

Fig. 19 VoiceMails list

My NFC

NFC is the most prominent and developed proximity transmission technology in the

world. Smart Assistant includes support for NFC, with which you could set up an NFC

tag to use for establishing a state mode.

To go to "My NFC", press the "Bar Settings". Once there press "My NFC", and then

"ADD" to add a tag.

[Continue in the page]


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Fig. 20 Settings screen Fig. 21 Adding a NFC tag

Once the NFC icon and the sentence "PLACE YOUR PHONE OVER THE NFC TAG" are

displayed, place the smartphone near the tag you want to register.

Fig. 22 A common NFC tag (it can be a sticker too)

The settings screen will be displayed immediately. Here we must enter a description for

the tag and the destination to which calls should be directed.

Fig. 23 Adding a NFC tag - 2

An example of using NFC tags to activate a particular state mode can be to have tags in

different parts of the company, in the car, or at home, so that when you enter the meeting

room of your company for instance, you can pass your smartphone near the NFC tag

placed there to have Smart Assistant immediately activate a state mode such as

"Meeting".


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Another example is to have a NFC tag inside our vehicle so that when we pass our

smartphone near it, Smart Assistant activates a state mode such as "Out of Office".

The possibilities are endless.

Support / Concerns

For support or further inquiries, please write to:

[email protected]
mailto:[email protected]:[email protected]:[email protected]

Documents

SmartAssistant-User Manual.pdf