UC1 Communicator Desktop User Guide

1. Click on the Contacts tab from the side navigation bar.
2. Right-click on the contact you would like to subscribe to. This will bring up the Contact ID Right-Click menu.
3. Select Subscribe to subscribe to that contact.
4. Select Unsubscribe to unsubscribe to that contact. See Item 1.

1. Click on Contacts from the top status bar of your screen.
2. Click on Add New Contact. This will bring up the New Contact information page. See Item 1.
3. Enter in your contact’s information (Item 2) and click Save. Your contact will be immediately added to your Contacts List.

Another way to add contacts is directly from the Search and Dial field.

To add a contact from the Search and Dial field:

1. Click on the Contacts tab from the side navigation bar.
2. Enter in your contact’s name or number into the search field. (Item 3) This will identify contacts from your directory that can be added into your Contacts list.
3. Right-click on your contact’s entry and click Add to Contacts. See Item 4.
4. The contact will immediately be added to your Contacts list and will be visible from the Contacts tab view.

Conference contacts are special contacts used for conference bridges to avoid remembering PIN codes and conference numbers, in the example of a recurring conference. See Figure 5.

To add a conference contact:

1. Click on the Plus icon indicated by the plus sign inside of a square. See Item 6.
2. Enter a display name, conference bridge number, and PIN.
3. Click Save to save changes. You will be able to automatically join recurring meetings by right-clicking on the conference contact or choosing it and clicking the Call button.

To add a group:

1. Click on the Plus icon indicated by the plus sign inside of a square. See Item 7.
2. Click on the 3 people icon (New Group) to bring you to the New Group contact entry page. See Item 8.
3. Enter in a name for the group and click Add to Contacts.
4. The new group will now be listed on your Contacts List as a pull-down option from your Contacts List.

To add existing contacts into your Contact Group:

1. Click on the Contacts tab from the side navigation bar.  
2. Right-click on the contact entry that you would like to add to your group.
3. Hover your cursor over the Add to Group tab in the right-click menu. See Item 9.
4. Click on the group you would like to add your contact into. The contact will now be visible under the group you have added them into on your Contacts List.

To remove existing contacts from your Contact Group:

1. Right-click on the contact entry from your Contacts List.
2. Hover your cursor over the Remove from Group tab in the right-click menu. See Item 10 above.
3. Click on the group you would like to remove your contact from. The contact will no longer be visible under the group contact tab.

Once a contact has been added to your Contacts List you will be able to edit their Contact information. The base principle is the same for editing normal contacts, conference contacts, and groups.

To edit a contact:

1. Right-click on the contact entry from your Contacts List.
2. Click on Edit Profile from the right-click menu. This will bring up the Edit Contact window. See Item 1.
3. Edit the information that you would like to edit and click Save.  

You can filter contacts in two ways:

• Use the Filter field to search by contact name. The contact list is filtered in real time as you type.
• Alternatively, use the filter menus available by right-clicking the Contacts tab from the side navigation bar. This will enable you to sort contacts based on first or last name or choose whether to display the contact’s avatar and availability status in the Contacts List. You can also choose to display online contacts only or both online and offline contacts.  
  • When you make a contact your favorite, the favorite group shows on top of the contact list and cannot be hidden.  
  • When you delete all your favorite contacts, the favorite group does not show anywhere.
  • When you have even one favorite marked, you see the group.  

In the Options menu from the In-Call Screen, there are the following options:

• Transfer a call to a third party.
• Put the call on hold.
• Adjust the volume bar to adjust the volume. Dragging it all the way to the left mutes your speakers.  
• Enter additional digits using the dial pad at any time during the call (for example, to insert a conference number). The dial pad is not movable.  
• Toggle between the audio headset and speakers. You must specify a different device for a headset and a speaker in Preferences to be able to use this feature.  
• Add participants to the call.

As an alternative, in general, available Feature Access Codes (FACs) for call management work during calls, for instance *55 for direct transfer to voice mail, but the ongoing call must be put on hold and a new cal l must be made to the FAC number. Using DTMF (Dual-tone Multi-Frequency) for the same purpose does not work.

There are multiple ways to make audio or video calls using UC1 Communicator.  

To call from the Contacts list:

1. Hover your cursor over the desired contact from your Contacts list or search results.
2. Select from either the Call icon (indicated by the handset), Video icon (indicated by the camera), or Call from Phone icon (indicated by the desk phone). See Item 1.
3. Communicator will immediately begin dialing.

To call from the Search and Dial field:

1. Click the Dial Pad tab from the side navigation bar. See Item 2.
2. Enter in the contact’s DID.
   • Press ENTER from your keyboard to start a VoIP call.  
   • Click the Call icon, Video icon, or Call from Phone icon underneath the dial pad. See Item 3.
3. Communicator will immediately begin dialing.  

To call from the Call History List:

1. Double-click a call entry.
2. Communicator will immediately begin dialing.

To call from chat window:

1. Establish a one-to-one chat.
2. Click the Call icon, Video icon, or Call from Phone icon on the top right corner of the window. See Item 4.
3. Communicator will immediately begin dialing.

In addition to calling from your computer, UC1 Communicator supports calling from your desk phone. Using any of the above calling methods, click on the Call from Phone icon to dial directly from your desk phone.  

If your service is configured to initiate a call from computer (SIP call) to the same machine that initiated a call from phone, that incoming (SIP) call will be accepted and will alert if it does not have the same identity as the call from phone.

For remote calls initiated using Communicator, you can also have mid-call controls such as hold/resume, transfer, and add participant.

Choose your video size from the Preferences and the Video tab. Your selection is used by default for future video calls. The available sizes are automatically presented based on your camera.

You cannot have two simultaneous calls with the same person. Communicator does not add video to an audio call without end-user consent. This also applies to blind video call transfer cases where audio-only music on hold is used; this may result in the transferred call being reduced to an audio-only call.

A secure call icon will be displayed when an encrypted call is taking place.

When someone is calling you, you will see a pop-up notification on your screen. You can choose to: answer with video communication, answer as an audio-only call, or decline the call. See Figure 1.

Accepting the call:

• Choose Video or Audio from the pop-up notification. You will be immediately connected to the caller. If a caller calls with video enabled, you will be asked for permission before turning on your camera.  

Rejecting the call:

• Click Decline from the pop-up notification. It causes the line to sound busy at the caller’s end and they know that you rejected the call. This will send the caller to voicemail.

Communicator performs a local contact search for incoming calls.  If the number matches one of the contacts on the Communicator contact list, the name is shown on the incoming call screen along with the alert.  Both the display name and phone number are shown when available.  

If there is no match to a local contact, Communicator looks for a match in the Telephony Directory and other available directories, and if a match is found, the available information is shown for the incoming call.  If there is no match in the Telephony Directory, the display name is taken from the available information in the incoming call.  

Whenever you retrieve your call logs/history, Communicator does a lookup in the local contacts and populates the name if a match is found.

When you have one or more missed calls or other types of communications, there is a notification on the left-hand side of the navigation pane in the Main window. Clicking the icon takes you to the missed communication in the Communications History view.

To enter Full Screen Mode, select one of the following methods:

• Click the Full Screen icon from the in-call screen of a video call. See Figure 1.
• Double click anywhere on a video.

Exiting full screen makes the video call go back to its original state (even if there was resizing of the window previously before going full screen).  

To exit Full Screen Mode, select one of the following methods:

• Press the ESC from your keyboard (on both Windows and macOS).
• Double click the window.

In a full-size window, you can see a similar Options menu at the top. It has the same functionality as it does in the normal view. When you move the mouse, the top bar and lower communication buttons appear on top of the video.

You can have multiple participants in a call, either in My Room or in a regular multiparty call. Add more participants by dragging and dropping them into the Communications window.

To add another participant to a one-to-one call (multiparty calling):

1. Establish a one-to-one call.
2. Drag a new contact from the Contacts List and drop it into the Communication window.
3. Contacts that have been added to your group call will be notified and immediately dialed.
4. Once the contact accepts the call, the original call will be placed on hold. Click the merge button, indicated by the green button with arrows facing towards each other, to create a conference call. See Item 1.

You can have one active call at any one time if you receive a new incoming call and accept it. The existing call is put on hold and you can change between these two calls by using the "Hold" and “Unhold” buttons.

UC1 Communicator for Desktop supports both Blind and Attended Call Transfer.

To blind call transfer:

1. Establish a one-to-one call.
2. Click on the more options icon indicated by the nine dots from the top of the Communications Window.  See Item 1.
3. Click Transfer (See Item 2) and search for the contact you would like to transfer to. Once you have selected your contact click Transfer Now (See Item 3).
4. The caller will be transferred to the selected contact and you will be disconnected from the call.

To attended call transfer:

1. Establish a one-to-one call.
2. Click on the more options icon indicated by the nine dots from the top of the Communications Window.  
3. Click Transfer and search for the contact you would like to transfer to. Once you have selected your contact choose Attended Audio or Attended Video (See Item 4)
   • If you select Attended Audio, the primary caller will be placed on hold and you will begin dialing the selected contact as an audio-only call.
   • If you select Attended Video, the primary caller will be placed on hold and you will begin dialing the selected contact through a video call. The selected contact will be asked to accept the attended call with video or with audio only. If the selected contact rejects video, the call will be downgraded into an audio only call.  
4. When ready, click Complete Transfer to transfer the original caller to the new contact. You will be disconnected from the call. See Item 5.

UC1 Communicator for Desktop supports both Visual Voice Mail (preview feature) and Message Waiting Indication (MWI) view in your application. The MWI service allows you to receive a notification for a waiting voice mail or video mail. It is also possible to call voice mail directly from dialer by pressing and holding the “1” icon in the dialer.

To access your voice mail:

1. Click on the Call History tab on the side navigation bar.  See Item 1.
2. In the main window you will see a red notification listing all unheard voice mails.  See Item 2.
3. Click on the voice mail to open the playback button. Click the play button to play the voice mail. See Item 3.

Missed calls are indicated by an icon in the Main window. Missed video and audio calls are indicated with a different icon. Visual voice mail is also supported. You can see all voice mails in a list and play them inside the Main window.

The following settings are needed on CommPilot portal to have visual voicemail:

• Voice messaging enabled.
• When message arrives, use unified messaging” option enabled.
• “Use Phone Message Waiting Indicator” option enabled.

Auto-deleted voice mails are cleaned once a day.

Call Park is particularly suited for shared environments where one person can answer the call, park it, do something else for a while and continue the from another device or let somebody else continue the call (supported on native Desktop only).

Transfer an ongoing VoIP call to a Call Park server and then retrieve it when needed. An ongoing call can be parked against your own number or another number (an extension).

To park a call:

1. Establish a one-to-one call.
2. Click on the Park icon indicated by the “P” in a circle. See Item 1.
3. A Park Call window will pop up and will prompt you to use your own extension to park the call or to enter in an extension to park the call.
4. Click Park after selecting an extension. Your call will immediately be parked.  

To retrieve a call:

1. From another phone in the company, dial the feature access code.  
2. You will immediately be connected to the parked caller.

You can control the functionality available to participants if you are the owner of the session in My Room. You can do the following:

• Dismiss one or more participants. This ends all sessions (group chat, audio, video, and share) when the participant is using Communicator for Desktop.
• Mute one or more participants.
• See active talker indication.
• See full audio participant list.
• Choose who can join without separate authorization (moderated My Room):
  • Require only guests to request access.
  • Require everyone to request access.
  • Allow everyone to join automatically.

To invoke the features, you must use the right-click menus. Most of the features are not available via icons.

To dismiss, mute, or lock the room for all participants:

1. Establish a multiparty call within My Room.
2. Right-click on the 3 ellipses dots icon on the top of the Participant List.
3. Select Dismiss All Participants to dismiss all the participants in a room. See Item 1.
4. Select Mute All to mute all the participants in a room. See Item 2.

To dismiss or mute an individual participant:

1. Establish a multiparty call within My Room.
2. Right-click on the 3 ellipses dots icon on the participant’s icon.
3. Select Dismiss to remove the participant from the room.
4. Select Mute to mute the participant in the room.

• It is also possible to mute a participant by clicking on the microphone icon next to their icon on the Participants List.  See Item 3.

Active speakers in a call will have a flashing green line underneath their microphone icon. If you are not the owner, you can only see the Participant List. Moderator controls belong to the owner of the Room.

Communicator Desktop Communications window can be invoked from CC-One. The exact appearance can be dictated by your service provider and in general UC-1 can be hidden with some tones and notifications disabled.

Forced Configuration is supported. When enabled, you will be prompted to log in again when the configuration has changed. This will not happen however if you have ongoing calls, share, or group chat sessions.

A dialog box automatically opens when your login password must be changed (native Desktop only). You must provide the password two times for verification purposes. Using a menu in either the bottom right-hand corner or the top of the Main window, your password can be changed any time.

To read the service provider privacy policy:

1. Login to UC1 Communicator.
2. Click on the File pull-down menu.
3. Click About UC1 Communicator. See Item 1.

Communicator supports accessibility compliance starting with Release 21.3.0 by having all client features available in menus at the top of the Main window (native Desktop only). The menu items are also available using the keyboard shortcuts listed in Appendix A: Keyboard Shortcuts for Desktop.

Release 21.6.0 added support for the following features:

• Dictation
• Screen reader (VoiceOver on macOS)
• Keyboard navigation

The following limitations apply:

• On macOS by default, the tab key moves the focus between text-inputs and lists. This can be changed through System Preferences - Keyboard - Shortcuts. Under Full Keyboard Access, select “All Controls” instead of “Text boxes and lists only”.
• Dictation on macOS: If WebRoot Secure Anywhere is used, Pause Secure Keyboard Entry must be selected.
• Users must manually select the correct language in screen reader. UC1 does not force screen reader’s language according to the language selection in the client.
• On macOS, the VoiceOver focus follows the VoiceOver Cursor. When VoiceOver is enabled, users are expected to navigate with the VoiceOver Cursor. That can be enabled through System Preferences - Accessibility - Voice Over - Open VoiceOver Utility. In the opened window, open “Navigation” and check “Keyboard focus follows VoiceOver cursor”.
• When using VoiceOver on macOS with different languages, the OS language, client language, and VoiceOver language must all be the same.

Recommended Preferences - General - Accessibility settings for screen reader/VoiceOver are:

• ToolTips disabled
• Pop-up errors enabled

UC1 Communicator can send analytics data to your service provider to improve the service. You can enable and disable this option in Preferences.

Communicator for Desktop supports Personal Identity Verification (PIV) on Windows only. If you have a PIV card and the associated card reader is attached to your PC, you can log in to Communicator by only providing a PIN related to your PIV card. It is possible to first use Communicator in non-PIV mode and later in PIV mode if your service provider has enabled this.

Other Communicator functionality is not impacted.

Communicator can also be deployed in Federal Information Processing Standard (FIPS) compliant mode if enabled by your service provider. In this mode, all encryption is done in an FIPS-compliant way. All functionality except the following is available:

• Banner

Release 22.4.0 added support for IPv6 as a preview feature and Release 22.5.0 as an official feature.

You may see a pop-up saying that you have been logged out due to another instance of the client logging in. This feature allows BluIP to track similar online client instances and only allow one of them to be online at the same time. When BluIP notifies the client to log out, all connections are terminated and the client returns to the login window.

You can control incoming and ongoing calls from a compatible headset. The feature set supported is answer/hang up as well as mute/unmute. Volume control operations are not reflected in the Communicator Interface. The following is a list of test example devices, although other devices should also work:

• Plantronics Voyager Edge UC
• Plantronics Savi 700 series
• Plantronics Blackwire C3xx, C4xx, C5xx, and C7xx
• Plantronics Calisto 620
• Plantronics Voyager Legend UC
• Logitech H570e Mono
• Logitech BCC950  
• Logitech Conference Cam Connect
• Jabra Biz 2300/2400
• Jabra Speak 510
• Jabra Pro 930 (wireless)
• Sennheiser SC 230/260
• Sennheiser SP 20  
• Sennheiser MB Pro1 UC

For a complete list of tested devices, see the BroadSoft Partner Equipment Interoperability Summary available on Xchange: https://xchange.broadsoft.com/node/464941

Headsets typically use an add-in of some kind to communicate with the rest of the client while calls are made. Currently, installed add-ins are visible from the Preference Add-Ins tab.

Some USB headsets may have additional functionality offered by the vendor-specific add-in such as answering the call directly when taking the USB headset off dock. See the USB headset documentation for details of such functionality. The following is the default add-in folder location (note that it is not possible to write to this location in all systems):

• Windows 7/Windows 8/8.1/10: C:\Program Files (x86)\BroadSoft\UC-1\connectors

Uninstallation does not remove add-in DLLs. In general, the following steps could be followed with third-party add-in DLLs.

1. Make sure that both UC1 and the third-party add-in are installed.
2. Go to UC-1 - Preference - Extensions.
3. Enable your add-in of choice, either USB Device Add-in by BroadSoft or a USB headset vendor-specific one.
4. Restart UC1 to take the changes into use.

Team Telephony is comprised of a Team Telephony window showing monitored team members and their call status (Available, Busy in Call, Ringing, and Offline).  

The status for a Team Telephony member is shown in the Team Telephony window. When a line is ringing, you can see the caller ID in the respective lines tooltip if configured by your service provider. All team member performs the default action towards the contact. You can drag and drop people from the contact list to the Team Telephony window or vice versa to transfer or conference calls.  

The corresponding server-side service must be provisioned and assigned by the service provider for the client to work. Usual call management options are available once the call has been answered.

To enable/disable Team Telephony:

1. Click the Gear icon to open your preferences tab.
2. Click on Services and select “Show Window”.  
3. Click Open when a team member rings. This will enable a pop-up window to open whenever a monitored Team Member receives an incoming call.
   • Click Open when a team member rings so that it is grayed out to disable Team Telephony.

You can combine call processing with presence statuses (native Desktop only). For instance, the “Busy” status can be combined with Call Forwarding so that when the “Busy” presence status is used, calls are forwarded. It does not matter how the presence status is invoked, either automatically or manually.

All presence statuses can have presences rules:

• Available
• Busy
• Away
• Offline

The following call processing services can be used:

• Call forwarding to number
• No Rules

If presence rules are used, all your client devices should have this service enabled to avoid side effects. Silent Alerting is supported whenever an incoming call has that feature enabled. Silent alerting can only be enabled via presence rules in Communicator but various settings can also be altered via web provisioning.

You can also log in to your call center queues if you are a call center agent. You can do the following:

• View your call queues.
• Join your call queues.
• Set the Automatic Call Distribution (ACD) status so that you get incoming call center calls. However, this is dependent on your license settings.

With suitable ACD status such as “Available”, incoming calls to the queue are routed to your client. With “Unavailable” ACD status, the Do Not Disturb (DND) state can also be selected or “Personal Call”. Each ACD status indicates with text if you are to receive incoming call center calls.

Dynamic ACD status updates are not supported if the ACD status is changed somewhere else.

Depending on your service provider configuration, Communicator supports blocking of unauthorized file types in file transfer in order to support IT policies. When sending a file of an unauthorized type, there is an error message showing the cause of the file transfer failure.  

Similarly, clickable links in chat may be disabled; however, you can still copy the link into a browser.

Communicator supports users with multiple devices, according to the XMPP specifications. This is comprised of several features:

• Chat invitations sent to a user are received on all devices. Once a particular device has been used to answer the chat invitation, subsequent incoming messages only go to that device.
• It is possible to receive your own presence notification when another device updates the user’s presence. The client will store this information and will update the other device’s presence status.
• Accepting a sharing presence invitation in one client is also recognized by another client and both clients start receiving presence updates.
• Last sent and received messages are available on all devices when the optional message history feature is in use. All devices should use that feature at the same time to avoid duplicate messages.
• Missed chat badges are synced across all own devices when this preview feature is enabled (native Desktop only).
• A new presence subscription made in one client is recognized in another. If the contact declines the “invitation,” there are presence notifications from the server to all of the user’s clients indicating that the subscription was terminated and this information is shown to the user. If the client receives two presence authorization requests from two or more devices for the same user, it only shows one request to the user.
• Removing a contact from the contact list in one device is recognized in another client and the contact list is updated (that is, the contact is removed) in the other client as well.

If a user has many devices, each device has the same status when shown to the end user. In addition, the contacts on the contact list always see the same status with updates shown in the following priority order:

• Busy
• Online
• Away
• Offline

This means, for example, that if one client publishes a Busy status, and another client publishes another status, contacts will see the user as Busy. Compatible devices such as desk phones are able to show presence in the same way.

Communicator keeps track of its own presence status as well as the status of other devices and deducts the combined presence based on these.

When Connect and Communicator Desktop are used together, the automated presence feature is recommended to be used to have presence shown fully in both clients as Connect does not use XMPP.

When Connect and Communicator Desktop are used together, there are also some rules about location. Mobile applications have a concept of background and foreground mode to save device resources. When Connect comes to the foreground, it updates its location.

The Desktop client does not have a separate state for being on foreground; it only detects general usage of the device. The client can be on the background or foreground and based on idle detection it can drop to away. This requires that the computer is not used at all; moving the mouse/using keyboard triggers resuming to available again and it also resets the idle timer. Today, idle detection (or returning from idle) does not trigger location update on Desktop in this release.

When both clients are set to automatic, the last one to publish location “wins.” As mentioned, connect updates the location in automatic mode when coming to the foreground while Desktop does not have a similar concept. In addition, the last location update, initiated by you, manual or automatic, “wins.”

Depending on your service provider settings, you may receive a notification to upgrade Communicator to a newer version. Starting with Release 22.3.0, this upgrade may take place automatically after you accept it in a separate dialogue. In older versions, you must manually install the downloaded upgraded version.

The upgrade may be recommended or mandatory. If it is mandatory, the Communicator does not start before the upgrade is done.

In automatic upgrade dialogue you can choose between:

• Remind Me Later  You’ll get a new pop-up at next login.
• Skip this Version  You won’t get a new pop-up for this version, but the next or if you manually check for updates in the menu.
• Update Now  Upgrade is done immediately.

If you do not have administrator rights on your computer, the automatic upgrade typically does not work. An exception is when a login attempt fails because the mandatory upgrade is missing.

In general, there are two cases when automatic upgrade popups are shown to you when you do not have administrator rights:

• If the update is mandatory.

OR

• If you installed Communicator without an Outlook Add-in and you also have access rights to write in the installation directory.

System requirements are as follows on native Desktop:

• Operating system:  Mac OS 10.11 El Capitan, Mac OS 10.12 Sierra, Mac OS 10.13 High Sierra, Mac OS 10.14 Mojave, Windows 7 SP1, Windows 8/8.1, or Windows 10 (Classical view only).
• The installation footprint is approximately 125 megabytes (MB) on Mac OS and 215 MB on Windows.
• For voice calls, a sound card, speakers, and a microphone or a headset are required.
• For video calls, a web cam is required.

Minimum system requirements for respective operating systems need to be fulfilled, with the following additions:

• A minimum of 2 GB random access memory (RAM) is required.
• A minimum 1.5 GHz CPU is recommended.  A dual core CPU is recommended for video calls at a minimum.
• Open Graphics Library (OpenGL) 1.5 or higher is recommended.

For high definition (HD) video, the following is recommended:

• HD camera.
• HD resolution support in display.
• Quad Core x86 or equivalent at a minimum.
• 4 GB RAM VDI environments are not supported.

VDI environments are not supported.

This section provides a table describing the presence state changes based on the presence state that Communicator has as well as the presence status of other devices that the same user has active.  There is a distinction between what is shown in the UI and what is the internal presence status of the Communicator client since the design is to show the same own presence in the UI of all own online devices.  The following table is applicable from Release 21.3.0 to 21.6.0 when the presence aggregation feature is not used.  Earlier releases have slightly different behavior in some cases.  The table describes presence state changes when steps 1 through 6 are executed in order, starting from step 1 and continuing through to step 6. See Figure 1.

The previous scenario happens when typing or mouse movement occurs on the desktop machine in steps 4 and 6. If this is not done, then the away status would be the desktop’s “own” presence and table would look as follows (same states in the beginning and different ones marked in green). See Figure 2.

The following table lists the currently supported keyboard shortcuts (native Desktop only). You can use these keyboard shortcuts to quickly perform frequently used actions. The characters used are lower case. The shortcuts are also indicated in the accessibility menus. See Figure 1.

To invite users into your room:

1. Click on the My Room icon indicated by the house in the right corner of the Main Window. This will bring up a My Room communication window on the right. See Item 1.
2. From here, click on the Contacts tab from the side navigation bar.
3. Drag and drop desired contacts from your Contacts List into your room window.
4. Users who you invite to your room will receive a notification stating that they have been added to your room.

To invite users to your room from the Main Window:

1. Click on the Plus icon indicated by the plus sign inside of a square.  
2. Click on the My Room icon indicated by the house inside of the “New” window.  
3. Search by name or number for a contact in the New My Room Invitation.
4. Select the desired contact and click Send Invite.
5. Your contact will be notified that they have been invited to join your room.

To join someone else’s room:

1. Click on the Contacts tab from the side navigation bar.
2. Right-click on the contact’s name and select Join Room. See Item 1.

OR

3. Click on an invitation to sent you to join someone’s room.

To join a conference call from someone's room:

1. Join a contact's room.
2. Click the Call button on the top window to join the conference.

To use the full functionality of My Room (desktop sharing, conferencing, and chat combined) you may have to manually enter your desktop sharing credentials unless it is automated through your service provider.

To see a Context menu (Room Info/Conference Bridge Details):

1. Right click on the lowercase “I” inside of a circle on the right-hand corner of the My Room tab. See Item 2.
2. The Room’s information include the Room’s participants, Dial-In Numbers, Conference IDs and Moderator PINs. See Item 3.

Copy Guest Link allows you to copy an invitation link to the device’s clipboard. This link can be pasted in an email or in chats to allow Communicator participants to join the conference in one click, for example, Outlook, or Office applications.

The link has two parts: one for Communicator users and another one for users with a different client. The link will contain a link to the desktop sharing session. The invitation always contains a dial-in number and PIN for users who do not have Communicator.  

The desktop share link, when available, allows anyone to join a desktop share session from a standard web browser. In addition, the Communicator group chat session is supported with the web collaboration sessions.  

For more information on desktop sharing, see the previous section.

My Room uses our permanent chat room, permanent collaboration, and conference bridge (audio or video). My Room is the only way to use the permanent rooms. Any other multiparty communications, such as selecting multiple contacts, and right-clicking for a conference call, or dragging and dropping for a one-to-one chat, is done using ad hoc rooms. Ad hoc rooms are deleted once the session is over.

All My Room sessions start as chats; call and/or share can be added to the session while in progress. File transfer and video conferencing are not supported in My Room or ad hoc session. You cannot transfer or conference My Room calls.

Guest client allows you to join a full My Room session with a web browser. Guest client allows you to do that.

This feature is especially intended for users outside of the company. Generate separate invitations for guest users using My Room right-click menu items as described in the previous section. My Room invitations are generated using separate menu items and are intended for Communicator users.

Guest users can join a session with audio in the web browser by requesting a callback using the provided dial-in number and conference PIN as well as use group chat and sharing inside the web browser. However, guest clients do not private chat possibility and they can see the chat history of messages that occurred after they joined the session.

The invitations persist until reset via a separate right-click. Individually accept each joining guest participant. Not doing this in a predefined period results in the invitation becoming obsolete and guests not being able to use the link to join.  

After dismissing a guest use from share and chat, the audio/video portion can remain. The following OS and browser combination are supported if Web Real-Time Communication (WebRTC) is disabled by your service provider:

• Latest Chrome on Windows (Windows 7, Windows 8 [Classic], and Windows 8.1 [Classic]) and macOS (10.8 and 10.9)
• Internet Explorer 11 on Windows (Windows 7, Windows 8 [Classic], and Windows 8.1 [Classic]
• Safari 7 on macOS 10.8 and 10.9.

The following OS and browser combinations are supported if Web RTC is enabled:

• Latest Chrome on Windows (Windows 7, Windows 8 [Classic], and Windows 8.1 [Classic]) and macOS (10.8 10.9, and 10.10)

Outlook integration (search and calendar integration) on Windows requires one of the following versions installed on the desktop:  

• Outlook 2010  
• Outlook 2013  
• Outlook 2016  

Outlook search also works when several Outlook accounts are in use, but only one account is used at a time (default selected, which can be changed in Outlook).  Additionally, other related considerations are as follows:  

• The client searches for contacts and calendar entries in the default Outlook account.  The account is set to the default via File → Info (left pane) → Account Settings → Account Settings → Data Files.  
  • Select an account and mark it as “Set as Default”.  After making this change, sign out and sign back in to the client and it now searches that account for contacts and calendar entries.  
• The client searches the Outlook contacts only on the local machine (that is, the Outlook Address Book).  There is no Exchange server lookup performed.  In addition, all directories in Outlook are searched for contacts, even deleted folders. The Contacts directory can also have multiple levels of subfolders.
• Every minute, Communicator reads Outlook appointments.  If there is an appointment running at the current time, then the presence is shown as Busy – In Meeting.  Overlapping appointments are also handled.  The following are some examples of Communicator operation with Outlook when the time is 9:10 A.M.
  • There is meeting “A” 9 A.M. Presence is shown as Busy – In Meeting.
  • Presence is manually changed to Available at 9:15 A.M. Presence is shown as Available.
  • In the next minute, Communicator again reads the appointments and sees that “A” meeting is running; however, the presence was already manually marked as Available and therefore presence is shown as Available.
  • There is an overlapping meeting “B” 9:30 A.M. through 10:30 A.M. Presence is shown as Busy – In Meeting when the time is 9:30 A.M.

When deleting a meeting that is currently ongoing in Outlook, the presence status remains as Busy— In Meeting until the next time Outlook appointments are checked (once every minute) and after that, presence is shown as Available. This change may be instantaneous, or it may take a minute depending on how close the timer is to being triggered.  

The Outlook Object Security model was introduced in Outlook 2007; however, it is no longer supported.  

For Outlook versions prior to 2007, the Allow/Deny pop-up window seen in previous releases should not be triggered. However, those versions are not officially supported. For Outlook 2013, the behavior should be similar to 2010, meaning the pop-up should not come up with Outlook 2010 and 2013.

The presence update is only triggered by appointments and meetings that are either accepted by the user or made by them. All day meetings do not trigger a presence change to Busy—In Meeting.

Communicator allows for browsing of an entire enterprise directory.  

To view the enterprise directory:

1. Click the Directory button, indicated by a globe, on the left-hand side of the navigation pane. See Item 1.
2. This will open up a Contacts List that displays all enterprise contacts.

The following platforms are supported:

• Microsoft Outlook 2010, Outlook 2013, and Outlook 2016. See note for exceptions.
• Microsoft Windows 7 SP1, Windows 8, Windows 8.1, and Windows 10.
• Communicator Release 20.2.0.x or higher officially supported version.

The following language and locale combinations are supported in the installer and the add-in:

• Chinese (Simplified)
• English
• French
• French (Canada)
• German
• Italian
• Japanese
• Korean
• Spanish
• Spanish (CALA)
• Portuguese (European)
• Dutch

The following third-party components must be installed for the add-in to function correctly:

• Microsoft .NET Framework 4 Client Profile
• Microsoft Visual Studio Tools for Office (VSTO) 2010 Runtime

These components are downloaded and installed by the installer if they are not found. They should not be uninstalled, as the add-in cannot function correctly. In addition, for Outlook 2016 and the Outlook Add-in (OL2016 Add-in), there are further considerations as follows:

• The Outlook Add-in can only be installed by an administrator.
• If an administrator installs for all users and a normal user starts using the OL2016 Add-in, Communicator must start before Outlook.
• For logging to work normally, Communicator must start before Outlook. • Every logging level change requires a restart of both Communicator and Outlook for changes to take effect. This should be quite rarely needed.
• If Outlook is closed while Communicator is running, Communicator must be restarted as well for the Outlook UI to behave as expected.
• Communicator lists connected components as extensions, if connected is NO or if component version number is something other than 10.2.1.29, or both presence GW and add-in are not listed, an error has occurred. Component is visible under Options - Add-ins - UI, which displays registered and working add-ins on top, below stopped or nonworking ones.
• If both are listed and show connected is YES, but the Outlook UI does not work, restart both apps.
• For Outlook upgrade requirements, see section 17.5 Installation.
• For Outlook 2010, all contacts must be updated to have a SIP address. For Outlook 2013/2016, the following applies:
  1. The SIP address does not need to be entered for the contacts, as long as there is an email address that matches the Outlook contact. The same value is looked for in the SIP address field, but it is probably more practical to have it in the email address.
  2. The Outlook Add-in allows you to choose which number to call.
  3. Two Outlook or Communicator contacts cannot have the same email address, otherwise full functionality cannot be guaranteed.

Log files for the Add-in are located in the Communicator log directory. You can open the folder via Preferences - Advanced by clicking on the Show logs button. Outlook Add-in logging is turned on when Communicator logging is enabled.

Figure 1 lists all the registry entries added or modified by the installer.

In order for the Outlook Add-in to integrate with Communicator, you must set a SIP address for each contact. The SIP address for a contact in Outlook must match the SIP URI, Instant Messaging and Presence (IM&P) address, or Email field in Communicator. This is usually done by your Microsoft Exchange or Active Directory administrator.

You can check if a SIP address has been configured for contacts by looking at the Outlook properties for a contact. In Outlook 2010, open a contact card and then click on the View more options button as shown in Figure 1.

Then select the Email Addresses tab. It should have a SIP address in the list of Email Addresses as shown in Figure 2.

If the SIP address is missing, you can try to update the Address Book from the server as shown in Figure 3.

Additionally, when adding contacts from Outlook to Communicator, the IM address field can be populated in Outlook so that the presence feature can work directly on the Communicator side as the information is imported to the Communicator contact card.

The Outlook Add-in displays the presence of a contact in Outlook. Presence information is retrieved from Communicator and is displayed as an icon next to the contact in emails and calendar appointments. The following is an example of an email with the To, From, and Cc fields showing presence for various contacts.

A contact’s presence can be Available, Away, Busy, or Offline as shown in Figure 1.

Right-click on an email in your inbox and call or chat with the sender using Communicator. You have the option to Chat, Call (from Computer), Call from Phone, or Video Call as shown in Figure 1.

These contact actions are also available on a contact card as shown in Figure 2.

You can call any of the multiple phone numbers present in the Outlook contact card. This feature is available from received mail context menu, flagged mail context menu, and Contact’s context menu. You can also call the selected phone numbers via Call, Call from Phone, and Video Call.

However, you cannot call multiple numbers for contacts stored on the UC1 client or contacts in LDAP (AD) directories; only numbers stored in Outlook.  

See Figure 1 for an example of how to make the call from a received mail context menu.  

The Outlook Add-in installation is integrated with the Communicator installation. There is a check box in the installer to enable the Outlook Add-in installation. If Outlook is upgraded, the Outlook Add-in must be re-installed, since the Add-in uses different files depending on the Outlook version.

The Outlook Add-in installation requires administrator rights to the computer for all Outlook versions.

You can specify various voicemail settings, such as which calls are sent to voicemail, what kinds of notifications you receive when voicemail arrives as well as controlling how fast the voicemail greeting is played and if callers are allowed to leave voice mails. In addition, you can control how callers can end up going to voice mail.  See Figure 1.

Blue check marked boxes mean that the setting is enabled. Blank boxes mean that the setting is disabled. Click the slider buttons so that they display blue to enable settings.

Click the slider buttons so that they display grey to disable settings.  

Changes will be automatically be saved.

The Advanced view contains three different subsections (See Figure 1):

• Troubleshooting
• Proxy
• Credentials

Communicator supports the following service features.  These are available using the Preferences pull-down menu.

Incoming Calls

• BroadWorks Anywhere
• BroadWorks Remote Office
• Forward Calls
• Do Not Disturb (DND)
• Simultaneous Ring Personal
• Anonymous Call Rejection
• Call Waiting

Communicator supports the following service features.  These are available using the Preferences pull-down menu. See Figure 1.

Outgoing Calls

• Block My Caller ID
• Automatic Callback
• Highlight to Call
• Review before Dialing