Collaboration 4.0X - User Guide - English

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.


Prerequisites

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

Collaboration native application 

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:

  • Min. US-Essential license is needed for each user

More information: Wildix Per-User Licensing


Bandwidth requirements:

  • For calls via Collaboration using G.711 codec 80 Kbps is necessary.

First time login

  1. Open the web browser

  2. Type into URL the PBX name or IP address (example: https://mycompany.wildixin.com)

  3. Enter your credentials:

    1. Login (extension or email address) 

      Important: login via user name is no longer supported!

    2. Password (WEB password)

  4. 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:

  1. you use the same email as the one present in your user settings

  2. 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:


  • 1 - Login
  • 2 - Password
  • 3 - “Remember me” option
  • 4 - Single sign-on with Office 365
  • 5 - Single sign-on with Google
  • 6 - Click to log in


Once you access Wildix Collaboration, follow the popup notifications which help you:

  1. enable desktop notifications (incoming call/ chat/ voicemail and other popup notifications)

  2. enable location sharing

Video tutorial: 


Basic settings

Select Settings in the top menu -> Personal:

  1. E-Mail: used for email notifications about new Voicemails, missed calls, unread chat messages, call recordings, fax reports etc

  2. Mobile: mobile number for Mobility extension which allows you to make and receive calls via Wildix PBX using your mobile phone

  3. Language: selected language is used for Collaboration user interface, system sounds (Voicemail, IVR prompts, etc), WP4X0, WorkForce, WelcomeConsole

  4. 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

Quick menu introduction

Top menu:



  1. 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:


  1. 2 - Device selection: active device to place and answer calls using Collaboration

  2. 3 - More options: access to SMS / Fax / Collaboration 4.0X - User Guide - English#Post-It / Group chat dialog window: 


  3. 4 - Video conference: create and manage videoconferences based on WebRTC. Read the Guide for the detailed description: /wiki/spaces/DOC/pages/30280852

  4. 5 - Other tabs of Collaboration:

    1. Colleagues: list of colleagues with presence status and geolocation  

    2. 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.

    3. Messaging: active chat sessions

    4. Collaboration 4.0X - User Guide - English#Phonebook: PBX shared and personal phonebooks

    5. History: history of calls (synced with other Wildix devices), faxes, notes

    6. Voicemail: access to Voicemail messages  

    7. 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.

    8. Collaboration 4.0X - User Guide - English#Settings: user settings, call features, feature keys settings and more

  1. 6 - Other (expanded):

    1. CDR-View access (if not restricted by license)

    2. Map viewgeographical map with location of colleagues
    3. Edit Colleagues
    4. Show / hide offline users

    5. Show / hide Collaboration 4.0X - User Guide - English#Post-It

    6. Collaboration 4.0X - User Guide - English#Post-It History

    7. Manage PBX: access to WMS (restricted to users of “admin” type)

    8. Screen sharing manager

    9. Open Attendant Console (if not restricted by license)

    10. Outgoing faxes: outgoing faxes queue

    11. Logout: exit Collaboration

    12. Help: link to the Wildix Collaboration guide (this guide)

    13. Version: current WMS version

  1. 7 - User name, extension, location (if available), User status, status message (if available) and a picture.

User status

User status and status message

You can quickly change your user status:

  1. Click on your current user status
  2. Select a different user status from the list of available ones: 


To add a status message:

  1. Click on your user status in the top menu
  2. Click Advanced
  3. Enter the status message into the field
  4. Click OK



To set up Do Not Disturb (DND) / Away status:

  1. Click on available status
  2. Select DND (Do not disturb) or Away from the list
  3. Select Until date and time (“until” value is optional while setting Away/ DND status. If it is not defined, user status switches back to Available after one hour)
  4. 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: 


User picture

Users who have not set up their user picture, are displayed with initials (default avatar).

To set up / edit user picture:

  1. Click on your user status in the top menu
  2. Click Advanced
  3. Click Edit picture
  4. Choose the File on your PC (the picture is loaded)
  5. Resize the picture (optional)
  6. Click Save



It is also possible to take a picture using a web camera, instead of loading it from PC:

  1. Click on the Camera button and take a picture of yourself

  2. Resize the picture if needed

  3. Click Save

Geolocation

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:

  1. Click on your user status in the top menu and select Advanced

  2. Click Set location

  3. 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)

  4. Click Save:


Note: Maps in Collaboration are available only via .*wildixin.com domain.

Video tutorial:



Colleagues (roster)

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): 



Edit colleagues list

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:

  1. Find a colleague by name / number and click on + icon: 



Delete colleagues via Colleagues tab:

  1. Mouse over a colleague, click on Options button (three dots) and select Remove 

  2. Or right-click on a colleague and select Remove



User status icons explanation

User status is synced over all Wildix devices registered to your account:

  1. - available (user is connected to Collaboration)