Panasonic KX-NCP Series Quick start guide

Communication Assistant Client
Quick Reference Guide
Thank you for purchasing this Panasonic product.
Please read this manual carefully before using this product and save this manual for future use.
In this manual, the suffix of each model number is omitted (e.g., KX-NCP500NE).
Model No. KX-NCP Series
KX-TDE Series

Introduction
Communication Assistant (CA) Client is a Computer Telephony Integration (CTI) application that integrates
with your Panasonic PBX, and allows you to perform various 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 Client.
The Quick Reference Guide is divided into the following sections:
1 Specifications
This section provides general information about the features in Communication Assistant Client.
2 System Connection Diagram
This section shows how Communication Assistant Client fits into your network.
3 System Requirements
This section provides the minimum and recommended system requirements for installing
Communication Assistant Client on a PC.
4 Software Installation
This section explains how to install and uninstall Communication Assistant Client.
CA Server
CA Server is a separate program that, when installed on your network, enhances the features of CA
Client and enables network connectivity with another PBX’s CA Client users. Settings for CA Server can
also be managed on any computer on the server’s network via a web browser, using the CA Web
Manager client. CA Client Pro and a network activation key is required to enable some features. For more
information about CA Server, contact your dealer.
Note
CA Server is required to use CA Client with KX-TDE Series PBXs. For more information, see 3 System
Requirements.
IMPORTANT
CA Client 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.
•Use Windows Update to keep your system up-to-date with the latest software patches.
•When users change extensions, desks, etc., make sure that the access rights for their previous and
new extensions are correct.
•Set a login password that is at least 5 characters long, and contains a combination of letters and
numbers.
•Periodically change all login passwords to prevent unauthorised access by third parties.
•When the computer used for CA Client is transferred, disposed of, or taken out of service, ensure all
sensitive data is securely erased.
Trademarks:
•Microsoft, Internet Explorer, Outlook, Windows, Windows Server, 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.
•Citrix XenApp is a trademark of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be
registered in the United States Patent and Trademark Office and in other countries.
•All other trademarks identified herein are the property of their respective owners.
•Microsoft product screen shots reprinted with permission from Microsoft Corporation.
2 Quick Reference Guide
Introduction

Notice
The use of this Software may be limited under the terms of the licence agreement for your system. Please
confirm the terms of your licence before using this Software.
Note
The contents and design of the software are subject to change without notice.
Quick Reference Guide 3
Introduction

Table of Contents
1 Specifications ...........................................................................................5
2 System Connection Diagram ................................................................19
3 System Requirements ...........................................................................20
4 Software Installation ..............................................................................22
4.1 Installing and Starting CA Client ...................................................................................22
4.2 Uninstalling CA Client ....................................................................................................24
4 Quick Reference Guide
Table of Contents

1 Specifications
Features
Contact List with Presence
You can easily make calls using a customisable 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 Client Pro Contact List CA Client 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.
•The colour 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.
Presence is not displayed for users of CA Basic; the contact entry must be opened to check the
extension’s presence.
Quick Reference Guide 5

Contact Lists with CA Server
If CA Server is installed on your network, multiple users can share common contact lists. Common contact
lists can be modified using the CA Web Manager of CA Server. When CA Client users log in to CA Server, the
latest common contact lists are received from CA Server.
Restricting Contacts by Presence
If CA Server is installed on your network, you can restrict which of your contacts are available to be called by
other CA Client users, according to your presence.
Example
In one of your presence settings, Phone (Home) and Secretary are unchecked.
When that presence is set, those contacts are made unavailable to be called by other CA Client users.
Network Features
If CA Server is installed on your network, you can make or transfer calls to users of other PBXs after confirming
their presence from the contact list. You can also chat with users of other PBXs. A network activation key and
CA Pro activation key are required to use these network features.
6 Quick Reference Guide

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
Client on a PC, a new toolbar containing the Dial box, Answer button and Hang-up button is added to Outlook.
Calls can be made directly from Outlook.
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. If CA Server is installed
on your network, calls missed while logged off of CA Client will be added to your call history when you next
log in.
You can also save the history list to a CSV file.
Quick Reference Guide 7

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 dialled 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 making a conference. If a called extension is busy, you can set
callback ringing, send a call waiting tone, start a text chat, or leave a voice message.
During a call: When calling a busy extension:
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.
8 Quick Reference Guide

Voice Mail Assistant
By clicking the message waiting icon and selecting Call Voice Mail, you can operate your voice mail from the
PC with Voice Mail Assistant.
•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 customise your mailbox, such as setting the notification schedule.
Note
This feature requires KX-TVM series VPS firmware version 2.1 (main software version 2.50 or later).
IP Softphone
You can use the built-in IP Softphone. A KX-NCS32xx/KX-NCS42xx activation key must be installed in your
PBX.
You can record all phone conversations to your PC if a KX-NCS81xx licence is installed in your PC.
Chat
You can start a text chat session with other CA Client users. This feature is useful for tasks such as confirming
whether a colleague is available for a phone conversion. You can also send a chat message to a user not
currently logged in, and the message will appear on the user's screen when they next log on.
Quick Reference Guide 9

•A chat session uses 1 available port in the range 42525–42534.
Note
A network activation key is required when using this feature with users connected to other PBXs.
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.
LDAP Directory Access
Users can open an LDAP window independent from the contact menu. Users can search phone numbers by
name in an LDAP database. Users can select a phone number and call it, as well as send an e-mail to a contact,
or add the contact to their contact list. This feature supports LDAP v3 compliant databases (e.g. Microsoft®
Active Directory®).
However, this feature may not work with some LDAP compliant databases, depending on the database’s
specifications.
Thin Client Support
CA Client can be used in a thin client environment. The supported thin client environments are Citrix
XenApp™ and Microsoft Terminal Service only. CA Server and a thin client activation key (KX-NCS2010) are
required to enable thin client support.
10 Quick Reference Guide

Note
IP Softphones and 1st Party TSP features do not work in a thin client environment. During installation,
users can specify the operating environment for CA Client. If a thin client environment is chosen, these
two modules are not installed.
Operator Console Features
If you log in to CA Client in Operator Console mode, you can manage and redirect multiple calls simultaneously.
Call parking and extension management features are available for managing a large volume of call traffic.
Parked calls are put on hold and pooled into a common parking zone, and can be retrieved by any extension
user.
Quick Reference Guide 11

Supervisor Features
If you log in to CA Client 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.
Function Key Bar
The function key bar can be accessed by choosing Function Key from the Go To menu. A bar appears with
common call control function keys that always stays in front of other windows. If you drag the function key bar
to the top, bottom, or sides of the screen it will ’dock’ to the edge of the screen without overlapping with any
other program windows.
Note
The docking feature of the Function Key Bar is not available when using a thin client.
Feature Comparison
CA Client has 4 operating modes: Basic, Pro, Operator Console, and Supervisor. The following table
summarises the features available for each mode.
Feature Basic Pro Operator
Console Supervisor
View other extensions’ presence from main menu No Yes Yes Yes
12 Quick Reference Guide

Feature Basic Pro Operator
Console Supervisor
Maximum number of contacts 10 2000 2000 2000
Maximum history length 10 calls 1000 calls 1000 calls 1000 calls
ICD group login/logout No Yes Yes Yes
Listen-in/Busy override/Take over No No No Yes
ICD group supervisor No No No Yes
Network features No Yes Yes Yes
Note
•A CA activation key for the desired number of users must be registered in the PBX. See 3 System
Requirements for details about the activation keys.
•You must enable CA mode for the extensions that will use CA Client in the PBX settings.
•To use Supervisor mode, you must set the appropriate extension as an ICD group supervisor in the
PBX settings.
Free and Trial CA Installations
A limited number of copies of CA Basic can be used on your PBX’s network without activation keys. Also, a
limited number of free 60-day trials are available for CA Pro and CA Operator Console. During the trial period,
all the features of CA Pro and CA Operator Console are usable without installing an activation key. Network
features are also available. The 60-day trial period begins once you have installed CA Client on a PC.
The following chart details the number of CA Basic and trials available according to your PBX:
PBX Model Number of free CA Basic Users Total number of CA Pro and CA
Operator Console 60-day trials
KX-NCP500/KX-NCP1000 5 2*1
KX-TDE100/KX-TDE200 10 4
KX-TDE600 20 8
*1 CA Pro and CA Console 60-day trials for KX-NCP series PBXs include IP softphone functionality for the duration of the trial, but only
if CA Server is not installed on the PBXs network.
Login Capabilities
The total allowed number of simultaneous CA Client users is determined by the type of CA Client used and
whether or not a CA Server is installed on your network.
The following table shows the maximum number of users that can simultaneously log in for each mode.
Login Mode
No. of Users
PBX Only
(Up to 128 Users)
No. of Users
with CA Server
(Up to 1000 Users)
CA Basic
128
1000
CA Pro
CA Pro trial
CA Operator Console 128
Quick Reference Guide 13

Login Mode
No. of Users
PBX Only
(Up to 128 Users)
No. of Users
with CA Server
(Up to 1000 Users)
CA Supervisor 4128
Dial Modification
When you make an external call from the contact list or a CRM application, or copy an external phone number
to CA Client from another application, the number is modified according to the dial modification settings.
Note
•These dial modification settings can only be made through CA Client when accessing the PBX directly.
If CA Server is used, settings must be made through the CA Server Web Manager.
Example
Copy a telephone number from another application.
Paste the number into CA Client’s dial box by pressing CTRL+V.
When pasted, the telephone number is modified automatically, as programmed by the user.
14 Quick Reference Guide

1. On the Go To menu, select Options, and then select Dial Modification.
The following window is displayed:
A
B
C
Minimum digits of public telephone number
Specifies the minimum number of digits required to treat the dialled number as an external telephone
number. If the number of digits dialled 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
Remove "(0)" check box
Deletes the string "(0)" from a copied external telephone number.
[Example]
[phone]P12 ® [phone]P12
Telephone Number Modification
A dialled 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 +8192
2 +81 0
3 + 001
4 092
Modifications
Dialled Number Corresponding
Table No.
Removed
Digits
Added
Digits Modified Number
[phone] +8192 — 123-4567
[phone] [phone]
[phone] + 001 001-44-66-111-4444
Quick Reference Guide 15

Dialled Number Corresponding
Table No.
Removed
Digits
Added
Digits Modified Number
092-111-8888 4 092 — 111-8888
2. Configure Minimum digits of public telephone number, Remove "(0)", and the Telephone Number
Modification table as desired.
3. Click OK.
Conditions
•The following table shows which kinds of telephones can be used with CA Client:
Telephone Type Use with CA Client
Digital Proprietary Telephone (DPT) ü
Analogue Proprietary Telephone (APT) ü
IP Proprietary Telephone (IP-PT) ü
IP Softphone ü
Portable Station (PS) ü
Single Line Telephone (SLT) ü
SIP Extension
•If you log in to CA Client using an SLT extension, you cannot use the answer call, hold retrieve, busy
override, listen in, TRS change, or call waiting functions in CA Client.
•Some call functions may not be available when CA Client is used with a PS. Your PBX’s MPR Software
File Version also determines the availability of certain call functions when using CA Client with a PS. The
chart below details which CA call functions are available for PSs.
CA Call Function Compatibility Chart for PSs
Call Function in CA Client
PBX Series and Required MPR Software File Version
KX-NCP: 1.0xxx
KX-TDE: 2.0xxx
KX-NCP: 2.0000
or later
Make call No Yes*1
View and change FWD/DND Yes Yes
View and change absent message Yes Yes
Message Waiting indicator Yes Yes
Message Waiting callback No Yes*1
Transfer No Yes
Call Splitting No Yes
Call Hold No Yes
Establish Conference No Yes
Call Park/Park retrieve No Yes
16 Quick Reference Guide

Call Function in CA Client
PBX Series and Required MPR Software File Version
KX-NCP: 1.0xxx
KX-TDE: 2.0xxx
KX-NCP: 2.0000
or later
VM Transfer No Yes
Record to VM No Yes
Send DTMF No Yes
External Feature Access (EFA) No Yes
Account Code Entry No Yes*1
Incoming call pop-up Yes Yes
Answer by clicking incoming call pop-up No No
Redirect incoming call (Call Deflection) Yes Yes
Call Pickup No Yes*1
Callback Busy No Yes
Call Waiting No Yes
Leave Message Waiting No Yes*1
Open door No Yes*1
Listen In (CA Supervisor) No No
Busy Override (CA Supervisor) No No
Take Over (CA Supervisor) No No
*1 When callback ringing is used with this feature, the call must be manually answered using the PS.
•The following are not supported in CA Client:
–Call handling with a PS in Wireless XDP Parallel mode
–Calls using the PDN/SDN button
–Voice Mail Assistant for Centralised Voice Mail
•When logging in to CA Client, if you enter the wrong password for a given extension number a
pre-programmed number of times, the CA Client password will be locked.
To clear the password lock:
•For PBXs without CA Server (KX-NCP series PBXs only), the extension PIN lock needs to be cleared.
Clear the extension’s PIN lock using PT Manager programming. When the PIN lock is cleared, the CA
Client password and CA password lock are also cleared.
•For PBXs with CA Server, the password lock must be cleared by using CA Web Manager. For details,
see the CA Server Quick Reference Guide.
•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
Client.
•If the PBX settings are changed, you must restart CA Client in order for the changes to be reflected in CA
Client.
•If CA Server is installed, and settings are changed using CA Web Manager, you must restart CA Client in
order for the changes to be reflected in CA Client.
•If CA Server is not installed on your network, calls that you make or receive from your extension when you
are not logged in to CA Client are not recorded in the call history.
•CRM Integration
Quick Reference Guide 17

This feature may not work with some CRM software depending on the software’s specifications.
•CA Client does not support calling restrictions between PBX tenants. The presence and System Speed
Dialling numbers for other tenant's extensions are displayed in CA Client.
18 Quick Reference Guide

2 System Connection Diagram
The figure below illustrates an example network setup using CA Client.
LAN/Internet
Other Connections
1
2
3
4
5
7
8
9
6
6
10
Remote Office
Telephone Company
Panasonic PBX
CA Server
Panasonic Network Camera
Voice Processing System
PC running CA Client
Proprietary Telephone or Single Line Telephone
Doorphone and Door Opener
IP Proprietary Telephone
PC running CA Client with Softphone
Quick Reference Guide 19

3 System Requirements
The tables below summarise the requirements for running CA Client.
PC
Minimum Recommended
CPU 1.0 GHz Intel® Pentium®/Celeron®
processor or comparable CPU
2.0 GHz Intel Pentium/Celeron
processor or comparable CPU
RAM 1024 MB 1024 MB
OS Microsoft Windows® XP Professional
Service Pack 2 or later
Windows Vista® Business
Microsoft Windows XP Professional
Service Pack 2 or later
Windows Vista Business
Hard Disk 1.5 GB available space 2.0 GB available space
Video
Resolution
1024 ´ 768 1280 ´ 1024
Interface 10Base-T 10/100Base-T
For thin client environments, the following two platforms are supported:
•Microsoft Terminal Service on Windows Server® 2003 and Windows Server 2008
•Citrix XenApp on Windows Server 2003 (Client computer must fulfill the system requirements for Citrix
XenApp).
PBX
To use CA Client with your PBX, CA Server may need to be installed. Confirm your PBX matches the
requirements listed below.
PBX Model Required Software File Version CA Server
Required?
KX-NCP500/KX-NCP1000 PBMPR Software File Version 1.0000 or later*1 No
KX-TDE100/KX-TDE200 PMMPR Software File Version 2.0100 or later*2
Yes
KX-TDE600 PGMPR Software File Version 2.0000 or later*2
*1 For PBMPR Software File Versions before 2.0000, the PBX’s Activation Key for Software Upgrade to Enhanced Version
(KX-NCS3910) is also required. When using these versions, without the activation key, calls put on hold to transfer cannot be retrieved.
For PBMPR Software File Version 2.0000 or later, the activation key is not required.
*2 The PBX’s Activation Key for Software Upgrade to Enhanced Version (KX-NCS4910/KX-NCS4950) is also required. Without the
activation key, calls put on hold to transfer cannot be retrieved.
Activation Keys
Activation Keys are files that need to be registered to your PBX to use CA Client. Different operating modes
of CA Client require different activation keys. For information on how to install activation keys on to your PBX,
refer to your PBX's Installation Manual. The following activation keys are available for use with CA Client:
20 Quick Reference Guide