This guide explains how to access and to use Wildix Collaboration 4.0X and describes the basic operations: call, chat, video call, conference, fax, SMS. WMS Version: 4.0X Created: April 2019 Updated: February 2020 Permalink: https://wildix.atlassian.net/wiki/x/uwLOAQ For Collaboration user guide WMS version 5, please refer to the following document: Collaboration User Guide |
Important: WMS 4 reaches end of life on December 31, 2022. Make sure to upgrade PBXs to WMS 5: use rel50 repository. |
Supported OS
Mac OS X 10.8 and higher
Microsoft Windows 7 and higher
Linux (only Chrome browser)
Note: Windows Server version pre 2012 is not supported over RDP. |
Android / iOS
Download the app for iPhone, iPad, Android smartphones on App Store / Google Play Market (read the guides: iOS Collaboration Mobile App, Android Collaboration Mobile App)
Recommended web browser and connection mode
Collaboration can be accessed via any HTML5 browser
Recommended browser: the latest stable version of Chrome, since it fully integrates WebRTC
It is recommended to access via HTTPS
Note: Starting from WMS Stable Version 4.01.43713.08, Collaboration cannot be accessed via Internet Explorer. |
Licenses that must be enabled on PBX
Per-User PBX:
More information: Wildix Per-User Licensing
Bandwidth requirements:
For calls via Collaboration using G.711 codec 80 Kbps is necessary.
Open the web browser
Type into URL the PBX name or IP address (example: https://mycompany.wildixin.com)
Enter your credentials:
Login (extension or email address)
Important: login via user name is no longer supported! |
Password (WEB password)
Click the Arrow button to log in
You can enable single sign-on with your Google or Office 365 email to be able to access Collaboration using your Google / Office 365 password, if:
you use the same email as the one present in your user settings
this email address is unique in the system
Note: Wildix does not get access to your Google / Office 365 password. |
Note: PBX admin can automatically send users their credentials for access to Collaboration via email: WMS Users -> select users and click Send Welcome Message. |
Login window:
Once you access Wildix Collaboration, follow the popup notifications which help you:
enable desktop notifications (incoming call/ chat/ voicemail and other popup notifications)
enable location sharing
Video tutorial:
https://www.youtube.com/watch?v=2EYfdK7iejo |
<div class="container"> <div class="video"> <iframe width="560" height="315" src="https://www.youtube.com/embed/2EYfdK7iejo?rel=0" frameborder="0" gesture="media" allow="encrypted-media" allowfullscreen></iframe> </div> </div> |
Basic settings
Select Settings in the top menu -> Personal:
E-Mail: used for email notifications about new Voicemails, missed calls, unread chat messages, call recordings, fax reports etc
Mobile: mobile number for Mobility extension which allows you to make and receive calls via Wildix PBX using your mobile phone
Language: selected language is used for Collaboration user interface, system sounds (Voicemail, IVR prompts, etc), WP4X0, WorkForce, WelcomeConsole
Date/time format: applied to Wildix devices except W-AIR handsets (must be set up on a device). For detailed information, refer to Personal Settings chapter
Top menu:
1 - Search field with speech recognition and call button: search for colleagues and contacts and perform quick actions from drop-down list: call, chat, send a fax/ Post-It etc:
2 - Device selection: active device to place and answer calls using Collaboration
3 - More options: access to SMS / Fax / Collaboration 4.0X - User Guide - English#Post-It / Group chat dialog window:
4 - Video conference: create and manage videoconferences based on WebRTC. Read the Guide for the detailed description: /wiki/spaces/DOC/pages/30280852
5 - Other tabs of Collaboration:
Colleagues: list of colleagues with presence status and geolocation
Function keys: monitoring / management of colleagues / features (same as BLF keys of phone)
Note: this menu becomes visible only if you have configured these keys in Settings -> Function keys. |
Messaging: active chat sessions
Collaboration 4.0X - User Guide - English#Phonebook: PBX shared and personal phonebooks
History: history of calls (synced with other Wildix devices), faxes, notes
Voicemail: access to Voicemail messages
Web CRM: allows opening of a web application inside Collaboration. Refer to the section Collaboration 4.0X - User Guide - English#Personal in Settings for more information.
Note: this menu becomes visible only if you have configured it in Settings -> Personal -> Web CRM. |
Collaboration 4.0X - User Guide - English#Settings: user settings, call features, feature keys settings and more
6 - Other (expanded):
CDR-View access (if not restricted by license)
Show / hide offline users
Show / hide Collaboration 4.0X - User Guide - English#Post-It
Manage PBX: access to WMS (restricted to users of “admin” type)
Screen sharing manager
Open Attendant Console (if not restricted by license)
Outgoing faxes: outgoing faxes queue
Logout: exit Collaboration
Help: link to the Wildix Collaboration guide (this guide)
Version: current WMS version
7 - User name, extension, location (if available), User status, status message (if available) and a picture.
You can quickly change your user status:
Select a different user status from the list of available ones:
To add a status message:
Click OK:
To set up Do Not Disturb (DND) / Away status:
Click OK:
It is possible to disable/ enable call/ chat/ voicemail popup notifications when in DND: Collaboration Settings -> Chat/ Presence -> Show notifications in DND status. |
It is possible to set up the system to manage incoming calls based on your current user status (available, DND, away) and on call type (internal, external, whitelist, blacklist). See chapter: Call features. |
It is possible to add Custom statutes with predefined status message and duration period (read chapter Chat/ Presence). After you add them, they will be available for quick selection in the drop-down list in the menu of user status setting: |
Users who have not set up their user picture, are displayed with initials (default avatar).
To set up / edit user picture:
Click Save:
It is also possible to take a picture using a web camera, instead of loading it from PC:
Click on the Camera button and take a picture of yourself
Resize the picture if needed
Click Save
You are prompted to enable location sharing in your browser permissions, upon your first login to Collaboration. Check your browser settings to enable / disable location sharing.
It is possible to manually define geolocation:
Click on your user status in the top menu and select Advanced
Click Set location
Select Custom to set up your location manually: enter the address into the field or move the red indicator (otherwise select Auto detect to enable the browser to automatically detect your location)
Click Save:
Note: Maps in Collaboration are available only via .*wildixin.com domain. |
Video tutorial:
https://wildix.wistia.com/medias/8mywo33f04 |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/8mywo33f04.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_8mywo33f04" style="height:315px;width:560px"> </div></div></div> |
Select Colleagues in the top menu.
People from the same department are automatically added to user’s roster and displayed in Colleagues menu upon the first time access.
Users are subdivided by work teams (managed on the WMS side). You can view all the users by clicking on All section or select a specific work team to view only its users.
User status, user name and user picture are displayed for each colleague.
Mouse over a colleague shows additional buttons with available actions (Call / Chat / Post-It / Call me back etc):
To add/ remove a user from your roster:
1. Select Other in the top menu -> Edit Colleagues:
2. Select the colleagues (or work teams) that you want to add to your roster:
3. Click the Tick icon to save
Other options to add / delete colleagues from roster
Add colleagues via Search field:
Find a colleague by name / number and click on + icon:
Delete colleagues via Colleagues tab:
Mouse over a colleague, click on Options button (three dots) and select Remove
Or right-click on a colleague and select Remove:
User status is synced over all Wildix devices registered to your account:
- available (user is connected to Collaboration)
- offline (user is not connected to Collaboration and has no active devices)
- reachable by phone (user is not connected to Collaboration but has an active device)
- talking (device status)
- ringing (device status)
- away (user-defined status, if grey = offline)
- DND (user-defined status, if grey = offline)
To view additional information (extension, who is calling, status information, location):
Go to the Colleagues tab and focus the mouse cursor on the colleague:
Same information can be consulted from Messaging / Feature keys tabs.
Note: only users with certain permissions can set user status of colleagues; to enable the option, the PBX admin must add ACL ability "Can" - "Modify presence". |
Proceed as follows:
Proceed in the same way as you do for changing the personal user status:
Note: only users with certain permissions can do intrusion; to enable the option, the PBX admin must add ACL ability "Can" - "Intrusion". |
Proceed as follows:
Listen stands for silent intrusion
Barge - conference intrusion
Whisper - partial intrusion
See who is calling:
Go to the Colleagues tab and focus the mouse cursor on the user who has a ringing call / is talking on the phone (same option is available in Feature keys / Messaging tab)
Call Pickup:
Note: only users with certain permissions can pick up calls; to enable the option, the PBX admin must add ACL ability "Can" - "Call Pickup". |
Go to the Colleagues tab
Mouse over a colleague who has a ringing call, click on Options button (three dots) and select Pick up
Or right-click on a colleague and select Pick up
Video tutorial:
https://wildix.wistia.com/medias/blwzfnk5b1 |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/blwzfnk5b1.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_blwzfnk5b1" style="height:315px;width:560px"> </div></div></div> |
It is possible to view all the colleagues who are connected to Wildix Collaboration and who have enabled location sharing in their browsers, on the geographical map.
From the top menu
Select Other from the top menu -> Map View. All colleagues who enabled location sharing are indicated on the map:
Note: Maps in Collaboration are available only via .*wildixin.com domain. |
From Messaging
Сlick on a colleague’s geolocation in Messaging tab to open a geographical map where the geolocation of that user is indicated:
From Phonebook
Note: to be be able to see the geolocation of a user in Phonebook, you need to add the address when creating/ editing the contact (refer to Create/ edit a contact chapter). |
From Search field:
Enter the colleague name/ extension and select Chat from the drop-down menu.
From Colleagues / Feature keys:
Mouse over a colleague and click on Chat icon
Or right-click on a colleague and select Chat
From History:
From call dialog during a call:
Select Other -> Chat in call dialog (See Chapter: Call Management)
Messaging tab opens and you can start typing your message and use chat input options:
Use speech recognition: click the Microphone icon in the lower right section of the chat session window and start talking, the system transforms your speech into text.
Use emoticons: click on the Smiley icon in the lower right section of the chat session window to open the list of emoticons:
Note: chat input options, except of emoticons, become hidden when you start typing your message. |
All open chat sessions are displayed in the Recents section (left section of the screen). You can continue a previously started chat session by clicking on a user in the Recents section.
Close a chat session:
Go to the Messaging tab -> select a user:
Transfer of files up to 100Mb:
Supported by all web browser (we recommend using the latest version)
File preview is supported
File remains available for download in the chat window
Transfer of files bigger than 100Mb:
Supported browsers: Chrome, Firefox
Recipient must accept the file transfer, before the download starts
File can be downloaded only once
Send a file:
Open a chat session with user
Click on the Paperclip icon in the lower right section of the chat session window
Choose file on your PC
Drag&Drop file transfer
During a chat session:
Drag the file from your PC and drop it into the chat session window.
From Messaging tab -> Recents section/ Colleagues tab:
Drag the file from your PC and drop it onto the colleague
From a clipboard
Copy and paste images from a clipboard (available starting from WMS version 4.01.44308.33)
OS requirements (for presenter)
Mac OS X 10.11 and higher
Windows XP and higher
Download and install the component:
Collaboration -> Settings -> Extensions, "Screen sharing component”
Start Screen Sharing
Open a chat session with a user
Click on More actions (three dots) button -> Screen
Screen sharing launches (screen sharing icon is displayed on the menu bar of your PC) and a red border around the screen indicates its start
The other party must accept incoming screen sharing stream:
Viewers can see mouse movements/ pointer during screen sharing stream (available starting from Screen Sharing version 3.2.3).
Popups (if enabled) notify you each time viewers are connected and disconnected.
Screen sharing on macOS
Due to the Apple security updates, it is required to add Wildix Screen Sharing App to Security & Privacy permissions upon the first launch:
1. Mac OS X 10.12 and higher:
When screen sharing is launched, the following notification is displayed:
2. MacOS 10.15:
Select Screen Recording and check off Wildix Screen Share
Start screen sharing during a call:
Select Other -> Screen in a call dialog (See Chapter: Call Management)
Select the application to share:
Enable remote control
Remote control is disabled by default starting from Screen Sharing version 3.1.3. |
Note: Remote control on macOS Mojave In order to allow remote control on macOS Mojave, you need to add Wildix Screen Share to your laptop's permissions:
|
Monitor selection
If you have extra monitors connected to your PC, you can select the monitor from the menu bar:
Screen sharing management
Screen sharing to multiple users is supported.
See who is connected and stop screen sharing:
1. Select Other in the top menu -> Screen sharing manager:
2. You can see the viewers who are currently connected:
Click X in front of the viewer to disconnect this user
Click Stop to disconnect all users
Video tutorial:
https://fast.wistia.com/embed/medias/6l72liuzpr |
<script src="https://fast.wistia.com/embed/medias/6l72liuzpr.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><span class="wistia_embed wistia_async_6l72liuzpr popover=true popoverAnimateThumbnail=true" style="display:inline-block;height:315px;position:relative;width:560px"> </span> |
Requirements:
Multiuser chat room with possibility to add up to 500 participants and send pictures/ files.
Starting from WMS version 4.03.44655.46, cloud-stored group chats are available. Before this version, group chats are stored locally and removed after PBX reboot.
Limitations for cloud-stored group chats:
|
Create a chat room:
Click on More options button -> choose + Group chat from the list:
Edit the conference title (optional)
Add participants
Click the Tick icon to create a group chat
Participants receive conference invitation via chat.
Add / remove users:
Only group chat manager can add and remove users. Open the group chat management section by clicking on its title.
Add user: start typing a participant's name/ extension number in the field and click the Tick icon to confirm
Remove user: mouse over a participant and click on the x icon in front of the participant’s name
Close the group chat:
Only the group chat manager can close the chat.
Other participants can leave the chat room and can join back only after the manager adds them again.
Click on Logout icon in the group chat management section
Click OK to confirm
It is possible to send virtual sticky notes to users or post them on your screen as a personal reminder.
From the top menu:
Click on + button in the top menu and select Post-It:
To: select the Post-It recipient
enter the user name / extension into the field To
otherwise tick off “Personal reminder” option to post a note on your Collaboration interface
Input field: enter your text
Send Post-It as SMS: option is available for Post-It to user and requires a GSM media gateway
Normal / Important: select the color based on importance:
Green (Post-It to user) / Yellow (personal reminder): normal
Red: important
Click the Paper plane icon to post a note
From Search field:
Enter the colleague name / extension and select Post-It from the drop-down menu
From Colleagues / Feature keys:
From Messaging:
Click on the Post-It icon in the lower right part of the chat session window
Show / Hide Post-It
Select Other in the top menu -> Hide Post-It / Show Post-It
Post-It History
Select Other in the top menu -> Post-It History
It is possible to:
show / hide any Post-It previously received from users or sent as personal reminders
clear Post-It history
From Search field:
Enter the colleague name / extension and select Call me back from the drop-down menu
From Colleagues / Feature keys / Messaging tab:
Call me back Post-It is displayed to the recipient:
Recipient can call back the sender by clicking on the green Handset button.
To close Call me back note:
You can make and receive calls directly from Collaboration or control other devices registered to your account, including hardware phones (WP, W-AIR), W-AIR Headsets, smartphone apps (iOS / Android) and mobility extension (mobile phone). The first available device is displayed to a user upon the first login.
Select the active device for making and receiving calls in the top menu:
Note: when selected device becomes unavailable, “Web phone” is automatically selected. |
Supported devices:
Web: make and receive calls directly from Collaboration
Note: you can switch active device during a call by clicking on Continuity in a call dialog window (see chapter Switch active device during a call) or dialing Continuity Feature Code (*5 on the new device, like that you can pick up an active call using this device; otherwise *5 on the current device, like that other devices start ringing). |
Incoming calls
If you have several devices registered to your account, it is possible to decide whether all your devices must ring or only the active one:
Go to Collaboration Settings -> Personal:
Ring only active device enabled: only active device selected in the top menu of Collaboration rings (ringer is muted on other devices)
Ring only active device disabled: all active devices ring
Demo video:
https://www.youtube.com/watch?v=KYxlvfWmp5g |
<div class="container"> <div class="video"> <iframe width="560" height="315" src="https://www.youtube.com/embed/KYxlvfWmp5g?rel=0" frameborder="0" gesture="media" allow="encrypted-media" allowfullscreen></iframe> </div> </div> |
“Any” option makes it possible to select the device by clicking on the green Handset button in the call dialog, the moment you receive an incoming call:
Outgoing calls
In case you have selected WP / WorkForce / WelcomeConsole / Vision / SuperVision / W-AIR / iOS/Android / Mobility device, outgoing calls are placed using this device.
In case you select “Any” option, once you place an outgoing call from Collaboration interface:
you receive an incoming call to all your devices (answer the call from your preferred device)
after you answer, an outgoing call is placed to the number you dialed
Before making a call, make sure the correct active device is selected in the top menu.
From search field:
Enter the name or number and select Call: [number] from the drop-down menu:
It is possible to use speech recognition for search: click on the Microphone icon (make sure the microphone is connected to your PC or your PC has a built-in microphone) and start talking, the system automatically transforms your speech into text.
In case you would like to call a number from your contacts:
Enter the name/ number/ company name and select a number you'd like to call:
From Colleagues:
Mouse over a colleague and click on the Handset icon
From Feature keys:
Or right-click on a colleague and select Call
From Messaging:
From History:
Right-click on an entry and select Call / Call the mobile
From Phonebook:
Find a contact and click on the number you wish to call
Otherwise right-click on a contact from the right section of the screen and select Call
From Voicemail:
In case you have several devices registered to your account, you can decide whether all your devices must ring, or only the active one. See chapter: Active device for calls.
A call dialog window is displayed when there is an incoming call:
To answer a call: click the green Handset icon
To decline a call: click the Hang up (red) icon
To forward a call without answering: click Arrow icon, select the contact to forward a call to (using search)/ or transfer a call to Voicemail:
You can set up automatic call forwarding based on user status (available, DND, away) and call type (internal, external, whitelist, blacklist). See chapter: Features.
You can manage a call directly from call dialog window:
1 - Hang up
2 - Hold/ resume
3 - Transfer
4 - Call recording
5 - Dialpad / Send DTMFs
6 - Other (expanded):
If you have more than one webcam, you can change the active webcam for video streaming in your browser permissions. |
7 - Add tags (See chapter: Setting tags)
8 - Add notes, not available for calls between colleagues (See chapter: Contact notes)
9 - Call quality (shown only in case of a single call)
10 - Hide/ display a call dialog window:
11 - Mute/ unmute your microphone. Mute icon is crossed out by default (flashing when muted)
Click on the Hold icon during a call to put a call on hold/ to resume a call. The second party hears music on hold (set up on the WMS side).
You can make/ receive more than one call at a time if "Call waiting" is enabled in Collaboration Settings -> Features for the current call type and user status.
Note: during a call you are notified of a new incoming call by call waiting tone (short beeps). |
When you make / answer a second call, the current call is automatically put on hold.
It is possible to swap between an active call and a call on hold by pressing the Hold icon (Hold icon is blinking in for the call which is currently on hold):
In case you have more then one device registered to your account, you can switch them during a call using Continuity option in a call dialog window:
The call is automatically picked up on the selected device
To transfer a call to another user:
During a call, click on the Transfer icon
Enter the contact name/ number (user status and additional phone numbers are displayed)
Click on the Envelope icon to transfer a call to Voicemail, the Handset icon for attended transfer and Arrow for blind transfer, in front of the number you wish to dial:
Drag&Drop Call transfer
Drag the Caller Name from the call dialog window and drop it onto the desired user in Colleagues/ Messaging tab.
Video tutorials
Call transfer:
https://wildix.wistia.com/medias/ha0ew70fe3 |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/ha0ew70fe3.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_ha0ew70fe3" style="height:315px;width:560px"> </div></div></div> |
Forward to Voicemail:
https://wildix.wistia.com/medias/ec07tbkzn1 |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/ec07tbkzn1.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_ec07tbkzn1" style="height:315px;width:560px"> </div></div></div> |
Another video tutorial: Call transfer via BLF keys.
It is possible to add users to call conference via Wildix Collaboration.
When you have two calls, click Other -> Conference from one of the call dialogs to merge calls
To invite more parties: make a new call and click Conference from the call dialog window:
To close the conference, wait till other parties hang up. Otherwise, the conference manager receives an automatic callback after 5 seconds from each party who has not hung up.
Note: if you were looking for chat conference in Collaboration, read more: Multiuser group chat. |
Video tutorial:
https://wildix.wistia.com/medias/wvj6o9wvjo |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/wvj6o9wvjo.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_wvj6o9wvjo" style="height:315px;width:560px"> </div></div></div> |
Video in Collaboration is fully supported on Chrome browser (WebRTC video).
2-way video is currently fully supported between Collaboration on Chrome and:
Collaboration on Chrome
Kite user on Chrome
Kite user on Firefox
Vision/ SuperVision
iOS / Android client
Video intercoms / IP webcams
For more information about Intercoms integration, check documentation in the section Doorphone integrations.
For the details of how to configure intercoms for sending video stream and adding an unlock button, check the online documentation: Intercoms integration with Wildix - Video before answer and Unlock button.
Start video streaming during a call:
Click Other -> Video from the call dialog:
Start video call during chat:
Video icon is available in the Messaging menu (upper right corner). By clicking Video, audio call is started automatically with video:
During a call click Call recording icon to start / stop call recording.
Note: you can also dial Feature Code Record (*1) during a call to start / stop call recording. To pause/ resume call recording, use Feature Code Pause Recording (*2). Consult Feature Codes and Pre answer Services Guide for details. |
Call recordings are sent to a user via email and can be accessed later on via CDR-View and Collaboration -> History.
Video tutorial:
https://wildix.wistia.com/medias/01plo8c4yu |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/01plo8c4yu.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_01plo8c4yu" style="height:315px;width:560px"> </div></div></div> |
Attendant Console is an extension for call agents allowing them to monitor and manage of up to 20 lines simultaneously using a mouse or a keyboard.
Note: Attendant Console supports assistive hardware and software for visually impaired users, for detailed information, read the brochure: https://drive.google.com/drive/u/1/folders/1JCqn4EhaqGsRToeacUjqkPs0TnGdz-gH |
Open Attendant Console:
Click Other from the top menu and select Open attendant console:
Set up a shortcut to open Attendant Console:
Go to Collaboration Settings -> Personal, "Open Attendant Console"
Enter a combination of keys. By default it is set to “Alt+Shift+A”
Call management via soft keys:
Call management via numeric keypad:
Click Help to view the list of the hotkeys that allow you to manage calls via a numeric keypad:
Make a call
Press +
Enter the name / number (internal / external)/ organization (company) name into the search field
Press Enter
If a contact has several phone numbers, use the arrow keys of your keyboard to select the right one:
Answer a call
Press Enter to answer an incoming call in case you do not have active calls or your calls are on hold
Line management
Press 0 to put a call on hold
Press the digit corresponding to the line to resume a call / to answer a new incoming call:
1-9 for lines 1-9
Ctrl+(0-9) for lines 10-19
Hang up
Press - to hang up an active call
Attended transfer
Transfer a call after consulting the recipient:
During a call make a new call to the recipient of call transfer
Wait till the third party answers
Press * and select the call using arrow buttons of your keyboard
Press Enter to transfer the call
Blind transfer
Transfer a call without consulting the recipient:
During a call press *
Enter the name / number/ organization (company) name into the field
Press / to transfer the call
Record a call
Prerequisites: Fax Server settings must be configured on the WMS side; for SMS sending, GSM gateway is required.
From the top menu:
1. Click on More options button
2. Choose Send fax from the list
3. Fill in the following information:
Fax number: enter the fax recipient name / number (it is possible to enter multiple numbers separated by comma)
Fax file: choose file on your PC
Faxcover: check the box to include the fax cover and edit fax cover settings (See chapter: Fax Server)
Postpone delivery: tick the box and select the date to schedule fax sending (optional)
4. Click on the Paper plane icon to send a fax:
Notes:
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From Search field:
Enter the contact name / number / company name and select Fax:[number] from the drop-down menu
From Phonebook:
Select a contact and click on the fax number
From History:
Right-click on an entry and select Send fax.
From the top menu:
1. Click on More options button
2. Choose Send SMS from the list
3. Fill in the following information:
Mobile number: enter the contact name / number (it is possible to enter multiple numbers separated by comma)
Message: enter your message
Postpone delivery: tick the box and select the date to schedule SMS sending
4. Click the Paper plane icon to send SMS:
From Search field:
Enter the contact name / number / company name and select SMS:[number] from the drop-down menu
From History:
Right-click on an entry and select Send SMS
From Messaging:
Click Send SMS icon in the lower right part of the screen of the chat session with user
Go to Collaboration -> Settings.
To apply changes, click Save on each page of Collaboration Settings.
Password: edit your password for access to Collaboration
Two-factor authentication: you can enable 2 factor authentication (2FA), which adds an extra layer of security to your account. In case you enable it, you will have to provide two pieces of information each time you login: your login and password + the code generated by an external application of your choice (Google Authenticator, Windows Authenticator, Free OTP or other). Read more in chapter Two-factor authentication (2FA)
Web push: enable/ disable web push notifications (only for Chrome browser). This option is enabled by default for new users:
Feature works if PBX can be accessed via domain with valid certificate
Chrome must be running (otherwise, you receive notifications when you open Chrome)
Web push is turned off after logout, but does not unsubscribe from web push notifications
User who enabled Web push appears as online even when Collaboration is closed
It is possible to answer/ refuse a call in push notification:
On MacOS:
Press More to be able to Answer/ Reject a call
To apply this change, it’s necessary to restart the browser after the update
On Windows OS:
Press Answer or Reject directly
Video tutorial:
https://wildix.wistia.com/medias/syoa2fa4hs |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/syoa2fa4hs.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_syoa2fa4hs" style="height:315px;width:560px"> </div></div></div> |
E-mail: used for email notifications about new Voicemails, missed calls, unread chat messages, call recordings, fax reports etc
Mobile: mobile number for Mobility extension which allows you to make and receive calls via Wildix PBX using your mobile phone
Language: selected language is applied for Collaboration user interface, system sounds (Voicemail, IVR prompts, etc), WP4X0
Picture: edit picture (See chapter: User picture)
Date format: select date and time format to be used in Collaboration (Messaging, History pages, CDR-View etc) and on Wildix devices except W-AIR handsets (must be set up on device)
Note: Wildix devices support 2 date formats: "www dd mmm" and "www dd mmm". Depending on the selected format in Collaboration (European: "dd/mm/yyyy", "dd mmm yyyy", "dd-mm-yyyy", "dd.mm.yyyy" or US: “mmm dd yyyy”/ “mm/dd/yyyy”/ “mm-dd-yyyy”), the date can be displayed as, for example, "Tue 6 Nov" or "Tue Nov 6". |
Ring only active device: check the box to make only the active device ring (ringer is muted on other devices; see chapter: Active device for calls)
Popup URL / APP: enable the system to open an application / a web page upon receiving / placing a call; click on the question mark to view the prompt (more info: How to set up Popup URL/ App)
Dialing hot key: set up shortcut for click2call from applications / web pages (F11 by default). Note for macOS: dialing hot key is available starting from WIService v. 2.11.4. Make sure "Wildix" is added to Accessibility permissions in macOS Security & Privacy settings.
To enable: install Integration Service from Collaboration Settings -> Extensions and refresh Collaboration
To make a call: select a phone number and press the key combination (external line prefix is added to phone numbers longer than 7 digits which do not start with “+”)
Open attendant console: shortcut to open Attendant Console
Web CRM: integration with Web applications allows opening of a web application inside Collaboration (integration information for web developers: https://github.com/Wildix/WebCRM). The embedded CRM can receive events (new call) and request actions (generate call).
Note: The WebCRM must support being opened from an iframe. |
Note: the PBX admin can forbid disabling/ enabling 2FA by adding ACL ability "Can/ Cannot" - "Disable two factor authentication". |
Via SMS/ email
Requirements:
Steps to enable 2FA:
After receiving the code to your mobile phone/ email, enter the 6-digit code into Collaboration and your password for access to Collaboration:
The next time you login, you are required to enter a code sent to your mobile number/ email after you provide your login and password for access to Collaboration:
The feature is also supported by Vision/ SuperVision and WP600A(CG) starting from version 2.9.98. |
Limitations:
|
Via external application
Time zones of your smartphone and PBX must be synced in order to generate correct one-time password. |
Steps to enable 2FA:
The next time you login, you are required to enter a code generated by this application after you provide your login and password for access to Collaboration:
Open the application on your smartphone, generate a code and enter it on Collaboration side to complete the login.
Note: in case you use your device (your smartphone), refer to your PBX admin to disable 2FA and create a new password for access to Collaboration. |
Demo video:
https://wildix.wistia.com/medias/pvoutpcb23?wtime |
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Call features can be set up based on user status and on call class.
Go to Collaboration Settings -> Features:
The upper menu (internal / external / blacklist / whitelist) allows you to set up call features for different call types.
In this way it is possible to set up different behavior based on the type of call. It is possible to define type of call:
based on type of contact: In Collaboration -> Phonebook -> Type of contact (when you create a new contact or edit the existing one)
based on type of call, set up on WMS side (Dialplan)
For each call type it is possible to set up call features based on user status (Available / Do not disturb / Away).
Activate class: activated by default for internal call type and Available user status
Call reject: if enabled, you do not receive incoming calls
Call Forward Busy: enable the option and enter the number into the field or select VOICEMAIL to enable call forwarding when busy on the phone
Note: you can start entering a contact name into the field to view all the contacts matching your search; click on one of the phone numbers displayed below the contact. |
Call Forward No Answer: enable the option and enter the number into the field or select VOICEMAIL to enable call forwarding in case of no answer
Call Forward All: enable the option and enter the number into the field or select VOICEMAIL to enable the forwarding of all the incoming calls
Call waiting: if enabled, you receive more than one call at a time
Call timeout: if enabled, the incoming call is terminated in case there is no answer within a specified timeout
Enable mobility with timeout: if enabled, you receive incoming calls also to your Mobility extension number (mobile number) after the specified timeout; mobile number must be configured in Collaboration Settings -> Collaboration 4.0X - User Guide - English#Personal
Mobility confirmation: if enabled, the user is notified on who the caller is when he receives the call on mobility extension number
Missed calls notification via email / via SMS: enable to receive missed calls notifications
Custom ring: select the ringtone for WP4X0, WorkForce, WelcomeConsole and Collaboration
Video tutorials
Call features:
https://wildix.wistia.com/medias/jzr33s5c78 |
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Call features based on user status, call type:
https://wildix.wistia.com/medias/3sgkb51t6i |
<div class="container"> <div class="video"><script src="https://fast.wistia.com/embed/medias/3sgkb51t6i.jsonp" async></script><script src="https://fast.wistia.com/assets/external/E-v1.js" async></script><div class="wistia_embed wistia_async_3sgkb51t6i" style="height:315px;width:560px"> </div></div></div> |
Function keys configured in this tab allow you to monitor colleagues and features from WP4X0, WorkForce, WelcomeConsole, Vision, SuperVision, iOS/Android apps and Collaboration -> Function Keys tab.
To add Function (BLF) keys:
Select the Function key from the list and click +
Change the order of BLF keys:
Use Drag&Drop
To add key expansion modules (supported by WelcomeCosnole):
Select Exp module from the list
Click +
Move those BLF keys that you would like to monitor from the Expansion module to the corresponding section of the table (Exp. module 1)
In the same way you can add more expansion modules
The following additional options Collaboration -> Function keys and on WP4X0, WorkForce and WelcomeConsole are available for BLF keys Colleague, Call group, Speed Dial, Park Location:
View calls (eye icon): when enabled, there is a visual notification with caller information, you can press BLF to pick up
Audio notification (speaker icon): when enabled, a beep is played when there is an incoming call
Direct transfer (arrow icon): when enabled, pressing the BLF key during a call performs a blind transfer
Demo video (Call Transfer via BLF keys):
https://wildix.wistia.com/medias/dvvo4eoyk6 |
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List of function keys:
Colleague
Monitor user status
Press to call
Press to pick up a ringing call
Park Location
Press to park an active call
Press again to resume
Line
Shows the actual status of the line
Press to use the line
Press to answer a call or to resume a call from hold
Speed Dial
Press to call
Note: you can use any shortcut based on Feature codes with Speed Dial function key, example: enter the value “cgmanager*2*[call_group_ID]” into the field for dynamic call group login / logout. |
Read Feature Codes notes for more information.
Trunk
Monitor the status of channels on a trunk (in case there are no available channels, BLF is on)
Press to use this trunk
Timetable / Switch / 3 state switch
Monitor the status of a timetable / switch
Press to change the status
Group pick up
Press to pick up a ringing call of a user from your ACL group (feature works for users registered to the same PBX)
In case you are using Call groups or Pickup groups feature (this feature can be enabled only by the system administrator in WMS; feature is enabled when at least one value is present in "Call groups"/ "Pickup groups" field in WMS → Users → Edit preferences → Settings): BLF "Group pick up" does not work. Instead of the BLF, you can use the BLF "Speed dial" and indicate 88*<call_group_name>: In this scenario, 88 is Pickup Feature Code, while <call_group_name> is the value (call group name, e.g. "sales"), specified in the field "Call group" in the preferences of one or more users in WMS, and the same value ("sales") must be specified in the field "Pickup groups" in WMS, in the preferences of the user who picks up the call of this Call group. |
Call group
Monitor if there is an incoming call to a call group
Press to dial a call group or to pick up a ringing call (when blinking) of a call group
Perform a blind transfer to a call group via drag&drop
Note: Make sure that Direct transfer option (arrow icon) is enabled. |
Send DTMF
Press to send DTMF
Contact Center
Identities
Voicemail
Fax cover settings:
Company logo: choose the file on your PC
Company: company name
Fax machine id: ID of the local fax machine (default value: Fax Server)
Fax header: fax header to identify the fax source (default value: Wildix PBX)
Notify unread messages via email: enable / disable email notifications about new chat messages (disabled by default)
Auto away status: if enabled, your status automatically switches to “away” after minutes of inactivity on local PC, specified in the field next to the checkbox
Custom statutes: you can add custom DND / Away user statuses with predefined duration period and status message; custom statuses added in this menu appear then for selection in the menu of user status setting. To add a custom DND / Away status, proceed as follows:
Click on “away”: you can select to add a custom duration period for “away” or for “DND”
Add a status message that will be visible for other users (optional)
Select the duration period for this status (if you don't need duration, disable the switch next to the time duration)
Click on the + icon to add a new custom status
Click Save
Click on your user status: now this custom status is available for quick selection under Away or DND status:
Video tutorial:
https://wildix.wistia.com/medias/h03vgatg05 |
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Users can dynamically log into Call groups from Collaboration Settings -> Contact center.
For more information, refer to Call distribution in Call groups instruction, Contact center chapter.
Supported only in Chrome and Firefox browsers. |
Select active device for calls via web:
Speakers: select audio device for speakers (not supported in Firefox)
Ringing: select audio device for ringtone playback (not supported in Firefox)
Microphone: select audio device for microphone
DSCP QoS (off by default): enable/ disable DSCP QoS parameter which depends on the value selected in WMS Settings -> PBX -> SIP-RTP
Auto adjust mic: check the box for auto adjustment of microphone level
Autostart: uncheck the box if you wish to disable Web phone from the list of active devices (in case you have other devices registered to your account)
Echo test: click the button to perform an echo test
Enable direct-rtp (experimental): enable/ disable the feature to allow RTP streams to be passed directly between devices. Additional information can be found in How to set DSCP QoS for Wildix devices and Web Phone (the feature is removed starting from WMS version 4.02.44497.40)
Extensions and plugins that can be downloaded and installed on PC:
Browser Extension (Chrome browser only): adds a shortcut for quick access to Collaboration from Chrome toolbar (click W icon to show the browser tab where Collaboration is running / to open Collaboration in the web browser in case it’s not running) and click2call (right-click on a phone number or a link on a web page and select Call)
It is also possible to use the W icon to open Collaboration as a standalone application; download the Chrome extension: https://chrome.google.com/webstore/detail/wildix-collaboration/lobgohpoobpijgfegnlhdnppegdbomkn
Fax Printer: this component allows sending faxes from Windows / Mac OS X applications
Read the guide: Fax Printer for Microsoft Windows / Mac OS X
TAPI driver (Windows only): component for making and receiving calls via Microsoft Outlook and TAPI enabled applications
Read the guide: Wildix TAPI driver
Integration service (WiService): this component is required by CDR-View, Popup App and adds support for additional features (separate documentation about WIService):
Mac OS X: call generation by clicking on a web page link containing a phone number (support of “sip:”, “wildix:” URI)
Mac OS X: call generation by right-clicking on a phone number and selecting Call with Wildix PBX:
Note: Native MacOS contacts lookup. Integration with native MacOS contacts is enabled automatically starting from WiService version 2.9.9 and higher. Make sure that permissions for WiService is activated in macOS Security & Privacy -> Contacts. How to use:
|
Screen sharing component: install the component to share your desktop and provide remote access to your desktop
See chapter: Screen Sharing and remote control
Headset integration: adds support for remote call answer / hangup and volume control from headset via USB connector on Mac OS X / Windows
Also adds support for Kuando Busylight (https://www.wildix.com/portfolios/kuando-busylight/)
Important: headset integration component is not compatible with SfB (skype for business). |
Important: if you are using a Wildix compatible third-party headset (Jabra, Plantronics, Sennheiser), uninstall the software provided by the third-party vendor and use Wildix Headset integration. |
Read the guide: Outlook integration for Microsoft Windows
Import of PBX shared phonebooks is set up on WMS side.
Via Collaboration it is impossible to:
Edit contacts of Colleagues phonebook
Add/ delete/ edit names of PBX shared phonebooks
Via Collaboration it is possible:
Add/ edit/ delete contacts of PBX shared phonebooks
Create and manage personal phonebooks
Once a new contact is added to a PBX shared phonebook via Collaboration, it becomes visible by other PBX users.
Note: only users with certain permissions can modify public phonebooks; to enable the option, the PBX admin must add ACL ability "Can" - "Modify public phonebook". |
Go to Collaboration -> Phonebook:
Click + in the upper left section
Fill in the fields:
Other important fields (optional):
Organization: company name
data/images/default_avatar.png image URL: you can upload the contact image on your server and indicate the path to the image in this field (image must be square, otherwise it appears distorted). The contact image is displayed during incoming calls in Collaboration, on WP4X0, WorkForce and WelcomeConsole
Format requirements:
PNG only
image size up to 16 kB
Extension: this field is normally used for Colleagues
Work / Mobile / Home / Home Mobile / Main: phone numbers of contact by priority
Short number: if this field is filled in, it is possible to call this contact via Feature Code 80 Speed dial (Feature codes are defined in WMS -> Dialplan -> Feature codes)
Example: dial 80*3241, where “80” is “Speed dial” Feature code, “3241” is “Short number” defined for the contact
Type of contact (internal / external / whitelist / blacklist): in case contact type is defined, the rules of call features selected in Collaboration Settings -> Features is applied for calls from this contact (it is also possible to define rules for call routing based on call type in WMS -> Dialplan)
Custom ring: it is possible to select a custom ringtone for the contact
Notes: notes entered here are visible and can be edited by other PBX users
Important: these notes can be consulted only from Phonebook; for contact notes that can be displayed and added to contact during a call, see chapter: Contact notes. |
3. Click on the Tick icon (Save):
Add/ edit contact during a call:
Click on the Contact name/ number during a call to edit the contact (if it exists) or create a new one:
Add a new contact before making a call:
Enter a number into the search field
Select Add contact from the drop down menu
Add a new contact
Add a new contact after a call:
Go to Collaboration -> History
Right click on the number and select Add contact
Add a new contact
Delete a contact:
Go to Collaboration -> Phonebook
Find the contact using Search
Click - in the upper left section to delete the contact and click OK to confirm (otherwise click x to close the window)
Otherwise right-click on a contact and select Remove:
Edit a contact:
Go to Collaboration -> Phonebook
Find the contact using Search
Click the Pencil icon (Edit) to edit the contact
Edit the fields
Click the Tick icon (Save) to save the changes:
Personal phonebooks are used only for outgoing calls and not designed for CID lookup during incoming calls. |
To create a personal phonebook:
Click on All in the upper left section, then click on Edit phonebooks:
Add a personal phonebook:
Click +
Enter the name of the phonebook and click on the Tick icon to confirm
Now you can proceed with adding contacts
Delete a personal phonebook:
Select a phonebook
Click -
Click OK to confirm (otherwise click x to close the window):
Edit the name of the personal phonebook:
Select a phonebook
Click on the Pencil icon
Enter the new name
Click on the Tick icon to confirm
There are two types of notes that can be added to contacts:
Notes that can be added and consulted in Phonebook contact information and can be imported during import of phonebooks (see chapter: Create/ edit a contact)
Contact notes that can be added and consulted during a call (read further)
Note: contact notes must be enabled on WMS side (Settings -> PBX -> Call and chat history -> "Enable contact notes"). |
Note: notes cannot be added for colleagues. |
Add / display notes added to contact
During a call:
Click the Notes icon
From Phonebook:
Right-click on a contact from the left section of the screen and select Notes
Write notes and click Add
Delete option is available only for notes added by you.
View history of notes added by users of the system:
Go to Collaboration -> History and click Notes in the upper section of the screen
View only the notes added before a certain date:
Click on the date
Select a certain date
Click Apply:
Pre-requisites to store and access CDR (Call detail record):
CDR backend must be configured and selected on WMS side
Partition for storing CDR must be defined on WMS side on storage device
History of calls and missed calls notifications is synced over WMS on all Wildix devices: Collaboration, WP4X0, WorkForce, WelcomeConsole, Vision, SuperVision, Android / iOS client, except for W-AIR handsets (W-AIR handsets display only local call history).
To view history of call, go to Collaboration -> History.
By default incoming / outgoing / missed calls are displayed.
Failed events are displayed with red color.
Events filtering:
Filter the events by contact name / number:
Filter by incoming / outgoing / missed calls / fax in / fax out / archived events:
Filter by date (only the events that took place up to the date selected are displayed):
For detailed analysis of call activity of users and groups, click CDR-View (read the guide CDR-View – User Guide).
Delete / archive events
To archive an event:
Right-click on an entry and select Archive
To recover an archived event:
Select Recover
To delete an event:
Note: only users with certain permissions can delete events; to enable the option, the PBX admin must add ACL ability "Can" - "Delete calls". |
Right-click on an entry
Select Delete
Click Delete to confirm
Note: deleted events cannot be recovered. |
Faxes / fax reports can be downloaded by clicking on PDF icon:
Call recordings can be downloaded by clicking on the audio file icon:
At the moment it is not possible to filter calls containing call recording. In case a call contains a call recording file, the audio file icon is displayed for this entry in Collaboration -> History.
Tags are implemented for filtering of calls by tag in CDR-View.
Tags must be added on WMS side (WMS Settings -> PBX -> Call and chat history, “Tags”).
It is possible to set tags via WMS -> Dialplan -> "Set"-> "Tags" application or via Collaboration. Tags edited via Collaboration rewrite tags added via Dialplan.
Set/ edit tags for past calls
Go to Collaboration -> History
Right-click on an entry
Select Tags
Tick off the tags that you wish to set for this entry:
Set tags during a call
Click Tags icon
Tick off the tags that you wish to set for this call:
Note: Detailed information about Voicemail Service: Voicemail. |
Select Voicemail in the top menu to access the graphical menu allowing you to listen to Voicemails.
Listen to Voicemails
Click the Download icon:
Mark Voicemail as read
Select one or multiple Voicemails
Click Mark as read icon in the upper part of the screen/ Right-click on selected entry/ entries and click Mark as read
Delete Voicemails
Click Remove icon in the upper part of the screen/ Right-click on selected entry/ entries and click Remove:
Note: you can also listen to your Voicemails by dialing the Voicemail Feature Code (81); it is not currently possible to configure your welcome message from Collaboration: dial the Feature Code and follow the audio instructions (press 0 and then press 1 / 2 / 3 to record your Unavailable / Busy message and your name). |