Collaboration User Guide

Prerequisites

Supported OS

• Mac OS X 10.13 and higher

• Microsoft Windows 10 (64-bit) 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 10, 11: 
  
  • https://files.wildix.com/integrations/win/collaboration/Collaboration-x64.exe
• MSI file for Windows 10, 11:
  
  • https://files.wildix.com/integrations/win/collaboration/Collaboration-x64.msi
• For MacOS:
  
  • https://files.wildix.com/integrations/osx/collaboration/Collaboration.pkg 

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

Licenses that must be enabled on PBX

• Min. UC-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 bar 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 not supported!

   2. Password (WEB password)

4. Click Login 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

   
   

Login window:

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

In case location-based multi-factor authentication is enabled by the PBX admin, you need to confirm your IP address via email.

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

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

2. 2 - 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. 3 - Add option: access to SMS / Fax / Post-It / Group chat dialog window: 

   
   
   

2. 4 - Video conference: create and manage videoconferences based on WebRTC. Read the Guide for the detailed description: Wizyconf Videoconference User Guide

3. 5 - Other tabs of Collaboration:

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

   2. Fn 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. Chat: active chat sessions

   4. 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. Analytics: CDR-View 2.0, monitoring of call activity of employees and getting reports related to the number of calls, costs, call duration, usage of trunks, etc

   8. Webinar (displayed if user has access to Wizywebinar): browser-based webinar solution fro sales. Read the Guide for the requirements and detailed description: Wizywebinar User Guide

   9. Web CRM: allows opening of a web application inside Collaboration. Refer to the section Personal in Settings for more information

      Note:

      • This menu becomes visible only if you have configured it in Settings -> Personal -> Web CRM.
      • Starting from WMS 6.04.20230731.1, it is possible to configure Web CRM via WMS -> Users -> Preferences -> Edit preferences -> Settings section -> Web CRM field
        Documentation: WMS Start Guide - English  

   10. Settings: user settings, call features, feature keys settings and more
       

       Note: Settings is not displayed in the top menu if user has access to Wizywebinar. In this case, Wizywebinar icon is displayed in the top menu and Settings can be accessed via User profile -> Settings:

       

       
       

1. 6 - More (expanded):

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

   2. x-caracal: contact center analytics solution. Read the Guide for the detailed description: x-caracal documentation
   3. Map view: geographical map with location of colleagues
   4. Edit Colleagues

   5. Show / hide offline users

   6. Show / hide Post-It

   7. Post-It History

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

   9. Screen sharing manager

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

   11. Outgoing faxes: outgoing faxes queue

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

   13. License: shows the license assigned to a user and provides details on each user profile: https://www.wildix.com/licensing/

   14. Version: current WMS version

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

User status

User status and status message

To change your user status:

1. Click on your user profile
   

   

2. Click on your current status in the menu that opens and select a different user status from the list of available ones: 
   
   
   

To add a status message:

1. Click on your user profile in the top menu
2. Click Set a status
   
   
   
3. Enter the status message into the field

4. Click OK: 

   
   

   

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

1. Click on your user profile in the top menu
2. Click Set a status
3. Select DND (Do not disturb) or Away from the list
4. 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)

5. Click OK: 

   
   

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 profile in the top menu
2. Click on the default user picture
   
   Choose the File on your PC (the picture is loaded)

1. Resize the picture (optional)

2. 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 profile in the top menu 
2. Click Set a status
3. On the Change status screen, proceed to the Set location tab
   
   
4. 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)

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. The maximum number of users that can be displayed in Colleagues is 200.

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 (roster)

To add/ remove a user from your roster:

1. Select More 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 the 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:

•  - 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)

Colleagues status information

To view additional information (extension, who is calling, status information, location):

1. Go to the Colleagues tab and focus the mouse cursor on the colleague: 

   
   

Same information can be consulted from Messaging / Feature keys tabs.

Set user status of colleagues

Proceed as follows:

• Mouse over a colleague, click on Options button (three dots) and select Set presence
• Or right-click on a colleague and select Set presence

• Proceed in the same way as you do for changing the personal user status: 

  
  

Call intrusion (barging)

Proceed as follows:

• Mouse over a colleague who is currently on the phone, click on Options button (three dots) and select Listen/ Barge/ Whisper
• Or right-click on a colleague and select Listen / Barge / Whisper, where:

1. 1. Listen stands for silent intrusion

   2. Barge - conference intrusion

   3. Whisper - partial intrusion

Call pickup / see who is calling

See who is calling: 

1. 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:

• 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: 

Map view of colleagues

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 More 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: 

  
  

  

Instant Messaging

Start a chat session

From Search field:

Enter the colleague name/ extension and select Chat from the drop-down menu.

From Colleagues / Feature keys:

1. Mouse over a colleague and click on Chat icon

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

From History:

• Right-click on a colleague and select Chat

From call dialog during a call:

1. 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: 

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.

Edit the last sent chat message:

It is possible to modify the last sent chat message that contains links, text or emoticons:

• Press ↑ Up arrow key on your keyboard 
• The last sent message appears in the input field
• Update it and press Enter key to send 

If you need to exit the editing mode without sending changes, you need to delete the entire message from the input field.

Close a chat session:

Go to the Messaging tab -> select a user:

• Mouse over a user, click on Options button (three dots) and select Remove
• Or right-click on a user and select Remove: 

File transfer

Transfer of files up to 100Mb:

1. Supported by all web browser (we recommend using the latest version)

2. File preview is supported

3. File remains available for download in the chat window

Transfer of files bigger than 100Mb:

1. Supported browsers: Chrome, Firefox

2. Recipient must accept the file transfer, before the download starts

3. File can be downloaded only once

Send a file:

1. Open a chat session with user

2. Click on the Paperclip icon in the lower left section of the chat session window

3. Choose file on your PC 

   
   

Drag&Drop file transfer

During a chat session:

1. Drag the file from your PC and drop it into the chat session window.

From Messaging tab -> Recents section/ Colleagues tab:

1. Drag the file from your PC and drop it onto the colleague

From a clipboard

Copy and paste images from a clipboard:

• To copy an image, right-click on it and select Copy or press command+C (macOS)/ Ctrl+C (Windows)
• To paste an image, right-click in chat input field and select Paste or press command+V (macOS)/ Ctrl+V (Windows)

Screen Sharing and remote control 

OS requirements (for presenter)

1. Mac OS X 10.13 and higher

2. Windows 10 (64-bit) and higher

To use screen sharing and remote control, you need to install Wildix Integration Service (WIService).

Download and install Integration service:

1. Collaboration -> Settings -> Extensions, "Integration service”

Start Screen Sharing

1. Open a chat session with a user

2. Click on More actions (three dots) button -> Screen

   
   

3. 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

4. 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 permissions on macOS

Due to the Apple security updates, it is required to add Wildix App to Security & Privacy permissions when prompted to do so:

1. macOS 10.13 and higher

When screen sharing is launched, the following notification is displayed: 

• Click Open Preferences Pane to access Security & Privacy tab
• Click + to add the component to permissions
• Select Wildix from Application and click Open

2. macOS 10.15

Upon installation of the WIService or at the launch of screen sharing, the following notification appears:

• Go to macOS System Preferences -> Security & Privacy -> Privacy

• Select Screen Recording and check off Wildix 

  
  

  Note: On later versions of macOS, System Preferences interface is a bit different, but you still need to go to System Preferences -> Privacy & Security -> Screen Recording -> tick off Wildix to grant necessary permissions for correct work of screen sharing on macOS: 

  

3. Remote control permissions on macOS Mojave and later versions

In order to allow remote control on macOS Mojave and later, you need to add Wildix to your laptop's permissions:

• Go to System preferences -> Security & Privacy -> Privacy

• Click Accessibility and check Wildix to allow remote control 

  
  

Start screen sharing during a call:

1. Select Other -> Screen in a call dialog (See Chapter: Call Management)

Select the application to share:

• Start a screen sharing session
• From the menu bar (macOS) / taskbar (Windows), click on Screen icon -> Apps and select which application to share:

Enable remote control

• Click on the Screen icon in the menu bar and select Remote 

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 More in the top menu -> Screen sharing manager: 

2. You can see the viewers who are currently connected:

1. Click X in front of the viewer to disconnect this user

2. Click Stop to disconnect all users 

Video tutorial:

Multiuser group chat

Requirement:

• Check open ports: Group chat ports

Cloud-stored multiuser chat room with possibility to add up to 500 participants and send pictures/ files.

Create a chat room:

1. Click on Add button -> choose + Group chat from the list: 

   
   

2. Edit the conference title (optional)

3. Add participants 

4. Click the Tick icon to create a group chat

   
   

Participants receive conference invitation via chat.

Add / remove users:

Any chat participant can add and remove users. Open the group chat management section by clicking on the participants counter under the title.

1. Add user: start typing a participant's name/ extension number in the field and click the Tick icon to confirm 

2. 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.

1. Click on Logout icon in the group chat management section

2. Click OK to confirm 

Post-It & Call me back

Post-It

It is possible to send virtual sticky notes to users or post them on your screen as a personal reminder.

From the top menu:

1. Click on Add button in the top menu and select Post-It: 

   
   

2. To: select the Post-It recipient

1. enter the user name / extension into the field To

2. otherwise tick off “Personal reminder” option to post a note on your Collaboration interface

1. Input field: enter your text

2. Send Post-It as SMS: option is available for Post-It to user and requires a GSM media gateway

3. Normal / Important: select the color based on importance:

   1. Green (Post-It to user) / Yellow (personal reminder): normal

   2. Red: important

4. Click the Paper plane icon to post a note 

   
   
   

From Search field:

1. Enter the colleague name / extension and select Post-It from the drop-down menu

From Colleagues / Feature keys:

• Mouse over a colleague, click on Options button (three dots) and select Post-It from the list
• Or right-click on a colleague and select Post-It

From Messaging:

1. Click on the Post-It icon in the lower right part of the chat session window

Show / Hide Post-It

1. Select More in the top menu -> Hide Post-It / Show Post-It

Post-It History

1. Select More in the top menu -> Post-It History 

   

It is possible to:

1. show / hide any Post-It previously received from users or sent as personal reminders

2. clear Post-It history

Call me back

From Search field:

1. Enter the colleague name / extension and select Call me back from the drop-down menu

From Colleagues / Feature keys / Messaging tab:

• Mouse over a colleague, click on Options button (three dots) and select Call me back
• Or right-click on a colleague and select Call me back

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:

• Click x to close the note

Call

Active device for calls

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: 

Supported devices:

• Web: make and receive calls directly from Collaboration

• WP, WorkForce, WelcomeConsole, Vision, SuperVision, W-AIR: hardware phones
• Wildix iOS/Android client: apps installed on smartphones
• Mobile number: mobility extension number of a user
• Any: possibility to select an active device upon placing / receiving a call
• W-AIR Headset: possibility to add a device for handling calls. Refer to W-AIR Headset Manual for detailed information

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:

1. Ring only active device enabled: only active device selected in the top menu of Collaboration rings (ringer is muted on other devices)

2. Ring only active device disabled: all active devices ring

Demo video: