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)
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)
- EXE file for Windows 7, 10:
- MSI file for Windows 7, 10:
- For MacOS:
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
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: 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:
enable desktop notifications (incoming call/ chat/ voicemail and other popup notifications)
enable location sharing
Video tutorial:
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
Quick menu introduction
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)
- Map view: geographical map with location of colleagues
- Edit Colleagues
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.
User status
User status and status message
You can quickly change your user status:
- Click on your current user status
Select a different user status from the list of available ones:
To add a status message:
- Click on your user status in the top menu
- Click Advanced
- Enter the status message into the field
Click OK:
To set up Do Not Disturb (DND) / Away status:
- Click on available status
- Select DND (Do not disturb) or Away from the list
- 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)
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:
- Click on your user status in the top menu
- Click Advanced
- Click Edit picture
- Choose the File on your PC (the picture is loaded)
- Resize the picture (optional)
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
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:
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:
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:
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 icons explanation
User status is synced over all Wildix devices registered to your account:
- available (user is connected to Collaboration)