Panasonic KX-NCP500 User manual

Model No. KX-NCP500
KX-NCP1000
Pure IP-PBX
Quick Reference Guide for
Communication Assistant
Document Version: 2008-09
Thank you for purchasing a Panasonic Pure IP-PBX.
Please read this manual carefully before using this product and save this manual for future use.
KX-NCP500/KX-NCP1000: PBMPR Software File Version 1.0000 or later

Introduction
Communication Assistant (CA) is a Computer Telephony Integration (CTI) application that integrates with your
Panasonic PBX, and allows you to perform many telephone operations from your PC.
About the Quick Reference Guide
This Quick Reference Guide is designed to serve as an overview of the features, setup and installation of
Communication Assistant.
The Quick Reference Guide is divided into the following sections:
1 Specifications
This section provides general information about the features in Communication Assistant.
2 System Connection Diagram
This section shows how Communication Assistant fits into your network.
3 System Requirements
This section provides the minimum and recommended system requirements for installing
Communication Assistant on a PC.
4 Software Installation
This section explains how to install and uninstall Communication Assistant.
IMPORTANT
CA stores personal information. In order to prevent data theft and leakage, we recommend the following:
•Set a password-protected screensaver to activate after your computer has been idle for a set amount
of time.
•When users change extensions, desks, etc., make sure that the access rights for their previous and
new extensions are correct.
•Use Windows Update to keep your system up-to-date with the latest software patches.
•Set a login password that is at least 5 characters long, and contains a combination of letters and
numbers.
Trademarks:
•Microsoft, Internet Explorer, Outlook, Windows, and Windows Vista are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or other countries.
•Intel, Celeron and Pentium are trademarks of Intel Corporation in the U.S. and other countries.
•All other trademarks identified herein are the property of their respective owners.
•Microsoft product screen shots reprinted with permission from Microsoft Corporation.
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Introduction

Table of Contents
1 Specifications ...........................................................................................4
2 System Connection Diagram ................................................................11
3 System Requirements ...........................................................................12
4 Software Installation ..............................................................................13
4.1 Installing and Starting Communication Assistant .......................................................13
4.2 Uninstalling Communication Assistant ........................................................................15
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Table of Contents

1 Specifications
Features
Contact List with Presence
You can easily make calls using a customizable contact list that is displayed on your PC, and search for a
desired contact simply and quickly. You can also see the phone status, PC status, and the absent message
of other extensions from the contact list before you make a call.
CA Pro Contact List CA Basic Contact List Presence Window
•When you receive a call, information about the caller is displayed if it is registered in the contact list.
•While you are logged in, if you do not use your PC for a set amount of time, your absent message will be
automatically set to the current weekday and time of your PC. You can set the length of time before the
automatic absent message is set from 1 to 10 minutes.
•The color of the PC icon in the contact list shows the contact’s login status:
: The user is logged in.
: The user is logged in, but the auto absent message has been set.
: The user is not logged in.
Note
In order to answer a call ringing at another extension (Pick up function) from the contact list, the “DSS key
mode for Incoming Call” setting for your extension must be set to “On or Flash” through system
programming on the PBX.
CRM Integration
You can make calls directly from CRM (Customer Relationship Management) software using TAPI.
You can also make calls with Microsoft® Office Outlook® 2003/2007 without using TAPI. When you install CA
on a PC, a new toolbar containing the Dial box, Answer button and Hang-up button is added to Outlook.
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Note
This feature may not work with some CRM software depending on the software’s specifications.
Call History
You can view your incoming and outgoing call history. Information such as the destination and duration of the
call, the time of the call, and whether the call was answered is displayed for each call.
You can also save the history list to a CSV file.
Absent Message/Forward/Do Not Disturb
You can change the absent message, forward, and do not disturb (DND) settings of your extension.
When you change your absent message, your forward/DND settings can be changed automatically, and a
feature number, such as “Extension dial lock” can be dialed automatically.
Call Control
When a conversation starts, operation buttons are automatically displayed on your PC for telephone functions
such as transferring a call, holding a call, and establishing a conference.
IP Camera Integration (Panasonic HX-HCM/BB-HCM/BL-C series cameras)
If a Panasonic IP Camera is available on the network, you can view images or streaming video from the IP
camera while talking with the other party (e.g., extension, doorphone).
Note
This feature requires Internet Explorer® version 6.0 or higher.
Voice Processing System (VPS) Integration
You can record conversations to voice mail automatically or manually. When a message is left on your mailbox,
a message waiting indication is displayed.
Voice Mail Assistant Integration
By clicking the message waiting icon and selecting Call Voice Mail, you can operate your voice mail from the
PC with Voice Mail Assistant.
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•In order to use Voice Mail Assistant, the VM IP address must be set correctly.
•Voice Mail Assistant uses 2 fixed ports: 20000 and 20001.
•You can customize your mailbox, such as setting the notification schedule.
Note
This feature requires voice mail firmware version 2.1 (main software version 2.50 or later).
IP Softphone
You can use the built-in IP Softphone. A KX-NCS32xx activation key must be installed in your PBX.
You can record all phone conversations to your PC if a KX-TDA0350 license is installed in your PC.
Chat
You can start a text chat session with other CA users. This feature is useful for tasks such as confirming whether
a colleague is available for a phone conversion.
•A chat session uses 1 available port in the range 42525–42534.
System Speed Dial Control
If you log in at an extension that is assigned as a manager in its class of service (COS) settings on the PBX,
you can add, edit and delete entries in the Speed Dial list.
You can also copy entries from the call history.
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Supervisor Features
If you log in to CA in supervisor mode, you can monitor the status of incoming call distribution (ICD) groups,
listen in on conversations, take over calls, and perform other supervisory functions.
Note
•To use the listen-in function, your extension must have “Call Monitor” enabled in its class of service
(COS) settings on the PBX.
•To use the busy override/take over functions, your extension must have “Busy Override” enabled in its
class of service (COS) settings on the PBX.
Feature Comparison
CA has 3 operating modes: Basic, Pro, and Supervisor. The following table summarizes the features available
for each mode.
Feature Basic Pro Supervisor
View other extensions’ presence from main menu No Yes Yes
Maximum number of contacts 10 1000 1000
Maximum history length 10 calls 1000 calls 1000 calls
ICD group login/logout No Yes Yes
Listen-in/Busy override/Take over No No Yes
ICD group supervisor No No Yes
Note
•A CA activation key for the desired number of users must be registered in the PBX. See the
KX-NCP500/KX-NCP1000 Installation Manual for details about the activation keys.
•You must enable CA mode for the extensions that will use CA in the PBX settings.
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•To use Supervisor mode, you must set the appropriate extension as an ICD group supervisor in the
PBX settings.
•CA Pro has a 60-day trial mode, where you can use all of the features of CA Pro without installing an
activation key (CA Pro trial). The 60-day trial period begins once you have installed CA on a PC.
•Up to 5 users can use CA Basic without installing an activation key.
Login Capabilities
A total of 128 users can simultaneously log in to CA.
The following table shows the maximum number of users that can simultaneously log in for each mode.
Login Mode/Software No. of Users
CA Basic 128
CA Pro 128
CA Pro trial 2
CA Supervisor 4
Dial Modification
When you make an external call from the contact list or a CRM application, or copy an external phone number
to CA from another application, the number is modified according to the dial modification settings.
Example
Copy a telephone number on another application software.
Paste the number into CA’s dial box by pressing CTRL+V.
The telephone number is modified automatically, as programmed by the user.
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1. On the Go To menu, select Options, and then select Dial Modification.
The following window is displayed:
A
B
C
A
Minimum digits of public telephone number
Specifies the minimum number of digits required to treat the dialed number as an external telephone
number. If the number of digits dialed is less than the specified value, it will not be treated as an external
call. The default value is 7. For example, a number is treated as below by default.
1234576 = 7 digits ® External telephone number
123456 = 6 digits ® Not an external telephone number
B
Remove “(0)” check box
Deletes the string “(0)” from a copied external telephone number.
[Example]
[phone]P12 ® [phone]P12
C
Telephone Number Modification
A dialed number is modified according to the Telephone Number Modification table.
[Example]
Dial Modification Settings
No. Leading Digits to Remove
(Max. 16 digits)
Added Number
(Max. 8 digits)
1 301
2 +1703 703
3 +1 1
4 + 011
Modifications
Dialed Number Corresponding
Table No.
Removed
Digits
Added
Digits Modified Number
301-555-0123 1 301 — 555-0123
[phone] [phone]-0199
[phone] [phone]
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Dialed Number Corresponding
Table No.
Removed
Digits
Added
Digits Modified Number
[phone] + 011 011-81-92-1234567
2. Configure Minimum digits of public telephone number, Remove “(0)”, and the Telephone Number
Modification table as desired.
3. Click OK.
Conditions
•Digital proprietary telephones (DPTs), analog proprietary telephones (APTs), IP proprietary telephones
(IP-PTs), IP softphones, portable stations (PSs), and single line telephones (SLTs) can be used with CA.
•If you log in to CA using an SLT extension, you cannot use the answer call, hold retrieve, busy override,
listen in, TRS change, or call waiting functions in CA.
•The following are not supported in CA:
–Call handling with a PS in Wireless XDP Parallel mode
–Calls using the PDN/SDN button
–Voice Mail Assistant for Centralized Voice Mail
•Call control functions, including making calls, are not supported with a PS.
•When logging in to CA, if you enter the wrong password for a given extension number a pre-programmed
number of times, the CA password will be locked. When this happens, the extension PIN is also locked.
When the PIN lock is cleared by using PT Manager programming, the CA password and CA password lock
are also cleared.
•The VM menu feature for a display PT should be disabled in the class of service (COS) settings on the
voice processing system (VPS). If it is not disabled, you cannot record a VM greeting message in CA.
•If the PBX settings are changed, you must restart CA in order for the changes to be reflected in CA.
•Calls that you make or receive from your extension when you are not logged in to CA are not recorded in
the call history.
•The contents and design of the software are subject to change without notice.
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